HomeMy WebLinkAboutFISCAL YEAR 2005 HOMELAND AND SECURITY GRANT PROGRAM GRANTEE-SUBGRANTEE AGREEMENT AUGUSTA FIRE DEPT
FISCAL YEAR 2005 HOMELAND SECURITY GRANT PROGRAM
GRANTEE-SUBGRANTEE AGREEMENT
The United States Department of Homeland Security, Office of State and Local Government Coordination and
Preparedness (SLGCP), Office for Domestic Preparedness (ODP) approved the application and awarded grant
funding from the State Homeland Security Program and the Law Enforcement Terrorism Prevention Program to
the Georgia Office of Homeland Security - Georgia Emergency Management Agency (OHS-GEMA) on behalf
of the State of Georgia, in accordance with the Department of Homeland Security (DHS) Appropriations Act of
2005. OHS-GEMA wilL maintain overall responsibility and accountability to the federal government for the
duration of the program. OHS-GEMA, as Grantee, has awarded the amount of $353,000.00 to Augusta Fire
Department, as Sub grantee, in accordance with the Fiscal Year 2005 Homeland Security Grant Program
(HSGP).
Under this Agreement, OHS-GEMA will execute the interests and responsibilities of the Grantee. The
individual designated to represent the State is Mike Sherberger, Authorized Grantee Official. The State has
Clesignated Ralph Reichert as the Program Manager of this program. The Subgrantee's Authorized Official
has authority to legally bind the Sub grantee and will execute the interests and responsibilities of the Subgrantee.
The Subgrantee's Authorized Official is the person whose name appears on page five (5) of this agreement and
whose signature appears on page five (5) of this agreement.
Purpose: The Subgrantee agrees to use allocated funds only as approved, to comply with the terms, conditions
and guidelines as stated within this agreement, and to request reimbursement only for expenditures made in
accordance with the Approved Detailed Budget Worksheet (Exhibit D). Any change to the budget worksheet
must be requested in writing by the Sub grantee and must be approved by the Program Manager prior to the
execution of that change.
Effective Date: From May 1, 2005 to September 30, 2006.
The Sub grantee agrees that all purchases and expenditures authorized under this program must be completed by
the effective end date.
Exhibits: Exhibits are attached or attainable via the internet and made a part of this agreement:
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
Exhibit F
United States Department of Justice, Office of Justice Programs (OJP) , Office of the
Comptroller's Financial Guide, found on OJP's Web site:
http://www .oj p.usdoj .gov/FinGuide.
United States Department of Homeland Security, Office of State and Local Government
Coordination and Preparedness, Office for Domestic Preparedness Program Guidelines
and Application Kit for the Fiscal Year 2005 Homeland Security Grant Program, found
on OJP's Web site: http://www.ojp.usdoj.gov/odp/docs/fy05hsgp.pdf.
Georgia Emergency Management Agency FY 05 ODP/Georgia Homeland Secuiity, State
Homeland Security Program (SHSP) Application Announcementand.lnstructions, a copy.
.dlf.w.b.ich . i ~ .av.ailable..mUhe.OHS...GEM~~b-sit6!--http!l/V'..ww: gemfP.lttate:~a:t1s;
Approved Detailed Budget Worksheet.
Payment Request Form.
Standard Assurances - OMB Approval No.1 1121-0140.
- 1 -
.-,
Exhibit G
Certification Regarding Lobbying; Debarment, Suspension, and Other Responsibility
Matters; and Drug-Free Workplace Requirements. OJP Form 4061/6.
Exhibit H
Financial Status Report (FSR) Reporting Form.
Reimbursement and Reporting Requirements
I. Payment Request Forms: Payments to the Subgrantees will be made only upon presentation of the
approved Payment Request Form (Exhibit E). Reimbursements from invoices and applicable canceled
checks (or other justifying documentation) will only be made for eligible equipment, materials,
expenses and costs upon approval of the Program Manager. Noncompliance by the Sub grantee with the
terms or conditions of this agreement will constitute justification for non-payment of any amounts
submitted on the Payment Request Forms.
2. The Subrantee shall complete and submit reports as requested by OHS-GEMA and cooperate and assist
OHS-GEMA in complying with ODP's tracking and reporting requirements. Specifically, without
limitation, Subgrantee shall submit information at OHS-GEMA's request and direction to assist OHS-
GEMA in submitting Biannual Strategy Implementation Reports and Categorical Assistance Program
Reports in accordance with ODP's requirements as outlined in the ODP Guide (Exhibit B).
3. Financial Status Report (FSR): Obligations and expenditures must be reported to OHS-GEMA on a
quarterly basis through the FSR, which are due within 45 days of the end of each calendar quarter (Le.
for the quarter ending March 31, FSR is due on May 15). A copy of this form is attached as Exhibit H
to this agreement..
4. Grant Closeout Report: Within 60 days after the ending effective date of the sub grant, the Sub grantee
will submit a final FSR and final program report detailing all accomplishments throughout the project.
After both of these reports have been reviewed and approved by OHS-GEMA, a Closeout Report will
be generated indicating the project as being closed and listing any remaining funds that will be
deobligated.
Audits, Financial Regulations and Guides
1. Audits: The Subgrantee agrees that federal or state officials and auditors or their duly authorized
representatives may conduct required audits and examinations. The Subgrantee further agrees that such
officials, auditors or representatives shall have access to any books, documents, papers and records of
any recipients of this funding and' of any persons or entities which perform any activity which is
reimbursed to any extent with federal or state funds distributed under the authority of the Fiscal Year
2005 Homeland Security Appropriations Act and this Agreement.
2. Code of Federal Regulations (CFR): The Subgrantee agrees to comply with 28 CFR Part 66 (Uniform
Administrative Requiremen.ts fQrQlJl.Ilts to Stf:!,t~s}._. . ."._.. .....
3. Office of Management and Budget (OMB): The Sub grantee agrees to comply with the organizational
audit re~luirements of OMB Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations, as further described in the current edition ofthe OJP Financial Guide, Chapter 19. The
Sub grantee further agrees to comply with the standards put forth in OMB Circular A-87, Cost Principles
for State, Local and Indian Tribal Governments.
- 2 -
4. OJP Financial Guide: The Subgrantee agrees to comply with the financial and administrative
requirements set forth in the current edition of the United States Department of Justice, Office of Justice
Programs, Office of the Comptroller's Financial Guide (Exhibit A to this agreement). In particular,
without limitation, Sub grantee acknowledges and agrees to the "Withholding of Funds" provisions set
forth below:
WITHHOLDING OF FUNDS
The awarding agency may withhold reimbursement of grant funds if the sub grantee demonstrates any of
the following:
I. Unwillingness or inability to attain program or project goals or to establish procedures that will
minimize the time elapsing between the cash drawdowns and expenditure;
2. Inability to adhere to guideline requirements or special conditions;
3. Improper engagement of awarding and administering contracts; and
4. Inability to submit reliable and/or timely reports.
Noncompliance by the Subgrantee with the terms or conditions of this Agreement will constitute
justification for non-payment of any amounts submitted on the Payment Request Forms.
National Initiatives
1. Sugrantee agrees to comply with all applicable terms and conditions of the Fiscal Year 2005 Homeland
Security Grant Program Guidelines (Exhibit B), including without limitation meeting the minim~m
National Incident Management System (NIMS) Fiscal Year 2005 implementation compliance
requirements in the National Initiatives section of the ODP program guidelines (Exhibit B to this
agreement and on the FEMA web site, www.fema.gov/nims.) In order to receive FY 2006 preparedness
funding, applicants will need to certify as part of their FY 2006 grant applications that they have met the
FY 2005 NIMS requirements.
2. Sub grantee agrees to institutionalize the use of the Incident Command System (ICS) as required by
Georgia law and the NIMS minimum compliance requirements.
3. Subgrantee agrees to adhere to the State's Homeland Security Strategy.
Special Conditions
The Subgrantee agrees to the following conditions:
I. The Sub grantee agrees that all allocations and use of funds under this grant will be in accordance with
the Fiscal Year 2005 Homeland Security Grant Program Guidelines and Application Kit (Exhibit B) and
must support the goals and objectives included in the State HomelandSecurity Strategy.
2.. T~e SUl)gtatiteea~H~es tHaLall allocations and 4seof fitiiOsunOe(tliis'gfanfWill15e' maccoroance.witli. .
. ._._-~...,,_..-.--tlie-tJeorgia~mergency ManagementAg~ncy FY 0SOi)P/Georgia Homeland Security, State Homelan'd
Security Program (SHSP) Application Announcement and Instructions (Exhibit C).
. 3. The Subgrantee agrees that federal funds under this award will be used to supplement, but not supplant,
state or local funds for homeland security preparedness.
- 3 -
t
4. The Sub grantee agrees to cooperate with any assessments, national evaluation efforts, or information or
data collection requests, including, but not limited to, the provision of any information required for the
assessment or evaluation of any activities within this project.
Federal funds provided under this program are for 100% reimbursement of all eligiole eXpenditUres.]
Subgrantee will follow procurement standards as stated in the Financial Guide (Exhibit A).
6. Subgrantee understands and agrees that funds awarded for consultants do not include any consultant rate
in excess of $450 per day. A detailed justification must be submitted to OHS-GEMA and approved by
OHS-GEMA and SLGCP prior to obligation or expenditure of such funds.
7. Subgrantee understands and agrees that it cannot use any federal funds, either directly or indirectly, in
support of the enaCtment, repeal, modification of adoption of any law, regulation or policy, at any level
of government, without the express prior written approval of OHS-GEMA and ODP.
8. No elected or appointed official or employee of the Sub grantee shall be admitted to any share or part of
any benefit, directly or indirectly, from this agreement or from the grant award. This provision shall not
be construed to extend to any contract made with a corporation for its general benefit.
9. If the Subgrantee violates any of the conditions of this agreement, including all exhibits hereto, or of
applicable federal and state law or regulation, in addition to any other recourse available, OHS-GEMA
shall rtotify the Subgrantee that additional funds for the grant in connection with which the violation
occurred will be withheld until such violation has been corrected to the satisfaction ofOHS-GEMA. In
addition, OHS-GEMA may also withhold or require repayment of all or any portion of the financial
award which has been or is to be made available to the Subgrantee for other projects under this program,
this or other agreements, and applicable federal and state regulations until adequate corrective action is
taken.
10. The Subgrantee agrees that all publications created with funding under this grant shall prominently
contain the following statement: "This document was prepared under a grant from the Office of State
and Local Government Coordination and Preparedness (SLGCP), United States Department. of
Homeland Security. Points of view or opinions expressed in this document are those of the authors and
do not necessarily represent the official position or policies of SLGCP or the U.S. Department of
Homeland Security."
11. Sub grantee acknowledges that SLGCP reserves a royalty-free, non-exclusive, and irrevocable license to
reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes:
(1) the copyright in any work developed under an award or subaward; and (2) any rights of copyright to
which a recipient or subrecipient purchases ownership with Federal support. The Sub grantee agrees to
consult with SLGCP through OHS-GEMA regarding the allocation of any patent rights that arise from,
or are purchased with, this funding.
12. The Subgrantee agrees that, when practicable, any equipment purchased with grant funding shall be
prominently marked as follows:. ."Purchased with .tun.ds. proyided by..the U,S.J)ep~rtJJ:1ent 9fHomelf:!,ndH
"
13. The Subgrantee agrees to comply with the National Environmental Policy Act (NEP A) requirements, if
applicable; to obtain written approval by SLGCP, through OHS-GEMA prior to use of any HSGP funds
for construction or renovation, including without limitation, security equipment; and to coordinate with
OHS-GEMA regarding any activities using grant funding that require specific documentation of NEPA
compliance.
- 4 -
:
.. '- ':'.. '.:.
-.
- .,
14. Any Sub grantee receiving a grant award for a Web EOC agrees to grant the State of Georgia "read
only" access.
Changes to Agreement: There shall be no changes to this Agreement unless mutually agreed upon by all
parties to the Agreement.
Termination
This agreement may be terminated for any or all of the following reasons:
1. Cause/Default: This agreement may be terminated for cause, in whole or in part, at any time by the
State for failure of the Subgrantee to perform any of the provisions or to comply with any terms and
conditions herein. If the' State exercises its right to terminate this agreement under the provisions of this
paragraph, the termination shall be accomplished in writing and specify the reason and termination date.
The Subgrantee will be required to submit the final invoice not later than 30 days after the effective date
of written notice of termination. Upon termination of this agreement, the State shall not incur any new
obligations after the effective date of the termination and shall cancel as many outstanding obligations
as possible. The above remedies are in addition to any other remedies provided by law or the terms of
this agreement.
2. Convenience: This agreement may be cancelled or terminated by either of the parties without cause;
however, the party seeking to terminate or cancel this agreement must give written notice of its intention
to do so to the other party at least 30 days prior to the effective date of cancellation or termination.
3. Non-Availability of Funding: Notwithstanding any other provision of this agreement, in the event that
either of the sources of funding for reimbursement under this agreement (appropriations from the
General Assembly of the State of Georgia or the Congress of the United States of America) no longer
exist or in the event the sum of all obligations of OHS-GEMA incurred under this and all other
agreements entered into for this program exceeds the balance of such funding, then this agreement shall
immediately terminate without further obligation of OHS-GEMA as of that moment. The certification
by the Director of OHS-GEMA of the occurrence of either of the events stated above shall be
conclusive.
AGREED by all parties:
BY~~
Authorized Grantee
j;n:/:;;4~
. Printe or Typed Name of
Subgrantee's Authorized Official
5-11~ 0"5
......~~d~
~~~
O~ ~If~~~
IJ fl \ cr-r... h. f
,
C~C~L~
- 5 -
. , .
Office Of The Clerk of Commission
Lena J. Bonner, CMC
Clerk of Commission
Room 801 - Municipal Building
530 Greene Street - Augusta, GA. 30911
(706) 821-1820 - FAX (706) 821-1838
Nancy Morawski
Deputy Clerk
MEMORANDUM
TO: Chief Howard Willis, Interim Fire Chief
SUBJECT: FY 2005 Homeland Security Grant Agreement
I
l
I
I
FROM: Lena J. Bonner, Clerk of Commission
DATE: July 8, 2005
Enclosed is the fully executed original of the above referenced agreement between
Augusta, Georgia and the Office of Homeland Security-Georgia Emergency Management
Agency, which was approved by the Augusta Commission in regular meeting held July 5,
2005.
Enclosure:
;"'h .
,:",.
~
.
RECEIVED MAY 1 32005
STATE OF GEORGIA
OFFICE OF THE GOVERNOR
ATLANTA 30334-0900
Sonny Perdue
GOVERNOR
May 10, 2005
Chief Al Gillespie
Fire Chief
Augusta Fire Department
925 Laney-Walker Boulevard
Augusta, Georgia 30901
Dear Chief Gillespie:
It is my pleasure to inform you that the Office for Domestic Preparedness (OPD) grant
application for Augusta Fire Department has been approved in the amount of $353,000.00 for the
purchase of terrorism response equipment.
These funds are subject to the execution of the appropriate documents. In the next several
days, you will receive specific information on yoqr grant from the Office of Homeland Security -
Georgia Emergency Management Agency.
Thank you for your commitment to protect Georgia citizens and assets. I appreciate your
efforts to ensure that Georgia remains a safe place for us to live and raise our families. By
working together, we can c()ntinue to be prepared.
~n.c/{l~
~y Perdne
SP:js