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HomeMy WebLinkAboutResolution 02-11RECORD OF RESOLUTIONS Inc.. Fono No. 30M Resolution No. 02 -11 Passed 20 A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY AND JUSTICE PROGRAMS TO RECEIVE GRANT FUNDING FOR THE DUBLIN EMERGENCY WARNING SYSTEM RADIO NARROWBANDING PROJECT. WHEREAS, the City of Dublin Ohio operates an outdoor warning system known as the Dublin Emergency Warning System; and WHEREAS, the radios used to control the system have been required by the Federal Communications Commission to be replaced with equipment that is narrowband capable; and WHEREAS, the Franklin County Office of Homeland Security and Justice Programs has secured an Urban Areas Security Initiative grant to help fund the replacement of radio equipment used in all outdoor warning sirens in Franklin County; and WHEREAS, the City of Dublin has been awarded a sub -grant of $16,215.00 to replace 23 radios used in the system. NO)84 THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, ( I of its elected members concurring, that: Section 1 . The City Manager is authorized to enter into an Agreement with the Franklin County Office of Homeland Security and Justice Programs for the receipt of an Urban Areas Security Initiative grant to fund the purchase of replacement radios for the Dublin Emergency Warning System in accordance with Exhibit A. Section 2. This Resolution shall be effective upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this MA day of Q,121 , 2011. Mayor - re iding Officer ATTEST: Clerk of Council CrrY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 Phone: 614 -410 -4400 • Fax: 614 - 410 -4490 To: Members of City Council From: Marsha Grigsby, City Manager \\ Date: January 6, 2011 Initiated By: Heinz vonEckartsberg, Interim Chief of Police Jay Somerville, Police Bureau Commander Memo Re: Resolution 02 -11 — Intergovernmental Agreement to Accept Grant Funding for Upgrades to the Dublin Emergency Warning System Summary Attached for your consideration is Resolution 02 -11, authorizing the City Manager to enter into an intergovernmental agreement with the Franklin County Office of Homeland Security and Justice Programs to receive grant funding for the Dublin Emergency Warning System radio narrowbanding project. In 2008, the Federal Communications Commission mandated that all radio systems that operate in bands below 512MHz convert their radios to narrowband no later than December 31, 2012. The sirens on the Dublin Emergency Warning System are controlled by wideband radio transmitter /receivers that must be replaced under this mandate. The cost to replace these radios was budgeted and approved as part of the 2011 capital improvements budgeting process, with the understanding that grant funds would be available to cover part of the expense. The Franklin County Office of Homeland Security and Justice Programs approved a grant award for the City of Dublin under the FY2008 Urban Area Security Initiative grant program in the amount of $16,215. These funds will be used to replace the radios in 23 of the City's 26 emergency siren sites. The other three sites were purchased in recent years with narrowband capable radios already installed. In addition, any future site equipment purchased to expand the system will be purchased with narrowband capable radios. This resolution authorizes the City Manager to execute those documents necessary to accept the grant. Recommendation Staff recommends Council's approval of Resolution 02 -11. Columbus Urban Area Security Initiative Columbus Urban Area Crawford County Delaware County Fairfield County Fayette County Franklin County Hardin County Knox County Licking County Logan County Madison County Marion County Morrow County Pickaway County Union County Wyandot County Administrative Agency Franklin Count Homeland Securitc & Justice Programs 373 South High Street. 25th floor Columbus, Ohio 43215 (614) 462 -5577 wn ruttklincount'ohio. govQpu November 1, 2010 Jay Somerville Technical Services Bureau Director City of Dublin 6565 Commerce Parkway Dublin, Ohio 43017 Project Approval - Application # 2008 - UASI -72A Final approval for this project has been received from the DHS Office of Grants and Training and the Ohio EMA. This regional project was recommended by the Franklin County Homeland Security Advisory Council and ap- proved for funding by Mayor Coleman and the Franklin County Board of Commissioners. Your project is being administered by the Office of Homeland Security & Justice Programs under the FY 2008 Urban Area Security Initiative. The details of this project are as follows: Approved Equipment Item(s) Quantity Approved Unit Cost Approved Total Interface for Upgraded Sirens 23 $705 $16,215 Total $16,215 Award Amount: Project Start Date: Project Completion Date: Funding Source: Required Reporting: $16,215 November 1, 2010 June 30, 2011 FY 08 UASI Project Performance Report — Quarterly Federal Equipment Inventory Billing and Ordering Process (Please review in detail.) Please read the attachments and enclosed materials carefully and return the required forms as soon as possible to expedite this project. We look forward to working with you over the next year and encourage you to seek technical assistance as needed by contacting us at 462 -5563. Sincerely, Melissa Pierson UASI Project Manager (614)- 462 -5563 mspierson@franklincountyohio.gov IMPORTANT — please make sure to review this document in detail and maintain within your grant file for reference and direction regarding the administration of your Urban Area Security Initiative (UASI) project. THE FOLLOWING AWARD DOCUMENT FORMS MUST BE SUBMITTED TO THE OFFICE OF HOMELAND SECURITY & JUSTICE PROGRAMS PRIOR TO PROJECT IMPLEMENTATION: Award Processing: 1. Recipient agency must return the Green Award Document, the Green Project Award Terms and Conditions document, and the attached conditions and assurances signed by the Chief Executive Official. Agency shall maintain the White signed copies and are encouraged to make copies of all assurance and conditions signed and returned to the OHS &JP. A copy of all signed documents should be retained in the project grant file. 2. Political sub - divisions must submit the Inter - governmental Agreement signed by the Chief Executive Official. 3. Non - profits must submit the Contract for Services signed by the Chief Executive Official. Equipment Procurement, Ordering and Billing: 1. Political sub - divisions shall follow their own local procurement rules. In the absence of local procurement rules, Franklin County procurement rules must be followed. 2. Once a vendor for services has been selected, the recipient agency is required to submit a signed Procurement Process Verification (enclosed) with an attached updated quote for the approved equipment to be purchased. 3. The OHS &JP Office will provide recipient with a purchase order number upon receipt of all required forms in- cluding the Procurement Process Verification and ORC 3517.13 certification. 4. Upon receipt of the Purchase Order (P.O.) number, recipient agency shall be responsible for ordering the ap- proved equipment 5. Order forms shall include the following:: UASI grant number Invoice Detail: Franklin County Office of Homeland Security & Justice Programs 373 S. High Street, 25th floor Columbus, Ohio 43215 Shipping Detail: Recipient Agency address Receipt of Equipment: 1. Upon receipt of equipment, the Federal Equipment Inventory (enclosed) must be completed and a copy forwarded to the Franklin County Office of Homeland Security & Justice Programs. 2. The implementing agency will be responsible for annually updating and submitting the Federal Equipment Inven- tory to the Franklin County Office of Homeland Security & Justice Programs by January 30th of each succeeding year following the project period. Inventory must include any UASI purchased equipment with a unit value ex- ceeding $5,000.00. 3. A representative from the OHS &JP will contact your agency to schedule a site visit to verify receipt of equipment and implementation. 4. Recipient is responsible for submitting quarterly programmatic reports (enclosed) detailing project progress, pro- curement or implementation barriers, highlights, etc. through completion of project. Additional Notes: A majority of the forms discussed within this document and enclosed in your award packet may be downloaded from the OHS &JP website at www.franklincountyohio.gov /jpu Please include your assigned UASI grant number on all written communications, including invoicing, e-mail com- munications, certifications /assurances and the procurement form. FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY & JUSTICE PROGRAMS URBAN AREA SECURITY INITIATIVE (UASI) C.F.D.A. No. 97.008 Awarding Federal Agency: U.S. Office of Homeland Security Awarding State Agency: Ohio Emergency Management Agency FY 2 008 Project Award Terms and Conditions • Recipient agrees to comply with 44 CFR Part 13 Administrative Requirements as applicable to Local and State Governments. Institutions of Higher Education, Hospitals and other Non - Profit Organizations shall adhere to the Administrative Requirements of 2 CFR part 215. Recipient agrees to comply with applicable Cost Principals as applicable to their form of government or organization: State and Local Governments (2 CFR Part 225), Educational Institutions (2 CFR Part 220) and Non - Profit Organizations (2 CFR Part 230). CFR Titles 2 and 44 are available online. (http: / /ecfr.gpoaccess.gov) Contracts with Commercial Organizations must comply with Federal Acquisition Regulation Sub -part 31.2. (www.amet.gov/far/current/html/Subpart`/`203l • Recipient agrees to comply with Office of Management and Budget (OMB) Circulars A -87, A -102, and A -133, as applicable as well as Circulars A -21 and A -122 for grants to non - profits. ( www.whitehouse.jov /omb /circulars • Recipient agrees, to the extent permissible by applicable law, to be responsible for any and all liabilities or claims caused by or resulting from Recipient's completion of the Project under this Notice of Award & Grant Agreement. Nothing in this Notice of Award & Grant Agreement shall be construed as an assumption of liability by either Ohio EMA, the Department of Public Safety, the Department of Homeland Security, or the Franklin County Office of Homeland Security and Justice Programs. • In the event Recipient fails to utilize these funds for the purposes set forth & in accordance with applicable law & regulation, Recipient shall be in default. In such event, Sub - Grantor may (a) withhold further payment of funds to Recipient and/or (b) require Recipient to reimburse all or any portion of funds and/or (c) terminate the Notice of Award & Grant Agreement. • In the event the Executive Director of Ohio EMA or the Director of Budget & Management determine that funds are not appropriated or otherwise available to support continuation of this subgrant, the subgrant shall be canceled. A determination of unavailability of funds shall be final and conclusive. • Recipient may appeal any decision of Sub - Grantor under this Notice of Award & Grant Agreement to the Columbus Urban Area Homeland Security Advisory Committee. • Sub - grantee shall maintain all accounting records and supporting documents, papers and other evidence of this project in a separate location. Records of different federal fiscal periods shall be separately identified and maintained. Sub - grantee shall make such materials available at all reasonable times during this period for inspection by any authorized representative of the State, the federal granting agency, or the United Sates Comptroller General. Sub - grantee shall maintain all accounting records and supporting documents, papers and other evidence of this project for a period of at least three (3) years after the completion of this project and termination of the Notice of Award & Grant Agreement. • Amendment or modification of their- Notice of Award & Grant Agreement shall be made in writing, signed by the parties, & shall specify the changes & justification therefore. • Recipients that expend $500,000 or more of federal funds during their fiscal year are required to submit an organization -wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards & OMB Circular A -133. • This Notice of Award & Grant Agreement, all rights, duties and/or obligations described herein may be assigned or sub- contracted by Recipient without prior consent of Sub - Grantor. Any assignment or sub - contract shall be subject to all the terms & conditions set forth herein. Recipient shall insure that all provisions are included in any assignment or sub - contract document. • Notice of Award/ Grant Agreement and documents referred to herein constitute the complete understanding of the parties with respect to the subject of this Notice of Award/Grant Agreement. Whenever possible, each provision of this Notice of Award/Grant Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. To the extent any provision is determined to be invalid the remainder of the Notice of Award & Grant Agreement will not be invalid. • Once equipment has been received by the implementing agency, a Federal Equipment Inventory must be completed and submitted to the Franklin County Office of Homeland Security & Justice Programs • The imnlPmr.ntina aoPnnv will ha rPcnnne;hlP fnr an,,,,all., ,,,,.lat;,,,. a„a +h- 17 -A- «„1 U­:­­ r__.,._..._..._ .L_ project period Requirement applies to equipment items with a unit value of $5,000 or more • If applicable, equipment received through the Urban Area Security Initiative grant program must be included on your Schedule Award of Federal Expenditures. Signature of Authorized Official City of Dublin Date Jurisdiction Printed Name and Title of Official 2008 — UASI — 72A Federal Grant Number FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY JUSTICE PROGRAMS FY 2008 URBAN AREA SECURITY INITIATIVE (UASI) SUBGRANT AWARD $16 9 215 SUB - CONTRACTOR: City of Dublin PROJECT PERIOD: 4/1/10 — 6/30/11 GRANT NUMBER: 2008 - UASI -72A AWARD DATE: November 1, 2010 PROJECT TITLE: Outdoor Warning Siren Narrow Banding — Siren Interface Upgrades In accordance with the provisions of the Urban Areas Security Initiative Grant Program as established on October 1, 2003 through the Department of Homeland Security Appropriations Act FY 2004. The Franklin County Board of Commissioners, as the duly authorized County Agent and the Columbus City Mayor, as the duly authorized City Agent hereby approve this award as complying with allowable programs that meet the Columbus Urban Area Homeland Security Strategy. This Subcontract Award is for the project as set forth in the final application submitted which is hereby incorporated by grant reference number herein and which project is associated with a goal(s) specified in the Columbus Urban Area Strategy, The State of Ohio Homeland Security Strategy, and within the purposes and categories authorized by the Office of Grants and Training, Department of Homeland Security. This Subgrant shall become effective as of the award date, for the period indicated, upon return to the Franklin County Office of Homeland security and Justice Programs of the award copy executed on behalf of the Subcontractor in the space provided. Richard Bash City of Columbus, POC Kat y Cra 11 Franklin C nty, POC On behalf of the City of Dublin this Columbus Urban Area Security Initiative Subcontract Award is hereby accepted and the stated project will be performed to the specifications of the submitted project description with a cost not to exceed the awarded amount. Required fiscal and programmatic progress reporting will be submitted on a quarterly basis as required. Signature of Authorized Official Name, Title of Official and Date FORM KBC -CUASI (06/04) FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY JUSTICE PROGRAMS FY 2008 URBAN AREA SECURITY INITIATIVE (UASI) SUBGRANT AWARD $16,215 SUB - CONTRACTOR: City of Dublin PROJECT PERIOD: 4/1/10 — 6/30/11 GRANT NUMBER: 2008 - UASI -72A AWARD DATE: November 1, 2010 PROJECT TITLE: Outdoor Warning Siren Narrow Banding — Siren Interface Upgrades In accordance with the provisions of the Urban Areas Security Initiative Grant Program as established on October 1, 2003 through the Department of Homeland Security Appropriations Act FY 2004. The Franklin County Board of Commissioners, as the duly authorized County Agent and the Columbus City Mayor, as the duly authorized City Agent hereby approve this award as complying with allowable programs that meet the Columbus Urban Area Homeland Security Strategy. This Subcontract Award is for the project as set forth in the final application submitted which is hereby incorporated by grant reference number herein and which project is associated with a goal(s) specified in the Columbus Urban Area Strategy, The State of Ohio Homeland Security Strategy, and within the purposes and categories authorized by the Office of Grants and Training, Department of Homeland Security. This Subgrant shall become effective as of the award date, for the period indicated, upon return to the Franklin County Office of Homeland security and Justice Programs of the award copy executed on behalf of the Subcontractor in the space provided. Richard Bash City of Columbus, POC Kathy Crandall Franklin County, POC On behalf of the City of Dublin this Columbus Urban Area Security Initiative Subcontract Award is hereby accepted and the stated project will be performed to the specifications of the submitted project description with a cost not to exceed the awarded amount. Required fiscal and programmatic progress reporting will be submitted on a quarterly basis as required. Signature of Authorized Official Name, Title of Official and Date FORM KBC -CUASI (06/04) FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY & JUSTICE PROGRAMS URBAN AREA SECURITY INITIATIVE (UASI) C.F.D.A. No. 97.008 Awarding Federal Agency: U.S. Office of Homeland Security Awarding State Agency: Ohio Emergency Management Agency FY 2008 Project Award Terms and Conditions • Recipient agrees to comply with 44 CFR Part 13 Administrative Requirements as applicable to Local and State Governments. Institutions of Higher Education, Hospitals and other Non -Profit Organizations shall adhere to the Administrative Requirements of 2 CFR part 215. Recipient agrees to comply with applicable Cost Principals as applicable to their form of government or organization: State and Local Governments (2 CFR Part 225), Educational Institutions (2 CFR Part 220) and Non - Profit Organizations (2 CFR Part 230). CFR Titles 2 and 44 are available online. (http: / /ecfr.gpoaccess.gov) Contracts with Commercial Organizations must comply with Federal Acquisition Regulation Sub -part 31.2. (www.amet.gov /far / current /htmi/Subpart%2O3 l 2.htm1) • Recipient agrees to comply with Office of Management and Budget (OMB) Circulars A -87, A -102, and A -133, as applicable as well as Circulars A -21 and A -122 for grants to non - profits. (www.whitehouse.gov /omb /circulars) • Recipient agrees, to the extent permissible by applicable law, to be responsible for any and all liabilities or claims caused by or resulting from Recipient's completion of the Project under this Notice of Award & Grant Agreement. Nothing in this Notice of Award & Grant Agreement shall be construed as an assumption of liability by either Ohio EMA, the Department of Public Safety, the Department of Homeland Security, or the Franklin County Office of Homeland Security and Justice Programs. • In the event Recipient fails to utilize these funds for the purposes set forth & in accordance with applicable law & regulation, Recipient shall be in default. In such event, Sub - Grantor may (a) withhold further payment of funds to Recipient and/or (b) require Recipient to reimburse all or any portion of funds and/or (c) terminate the Notice of Award & Grant Agreement. • In the event the Executive Director of Ohio EMA or the Director of Budget & Management determine that funds are not appropriated or otherwise available to support continuation of this subgrant, the subgrant shall be canceled. A determination of unavailability of funds shall be final and conclusive. • Recipient may appeal any decision of Sub - Grantor under this Notice of Award & Grant Agreement to the Columbus Urban Area Homeland Security Advisory Committee. • Sub - grantee shall maintain all accounting records and supporting documents, papers and other evidence of this project in a separate location. Records of different federal fiscal periods shall be separately identified and maintained. Sub -grantee shall make such materials available at all reasonable times during this period for inspection by any authorized representative of the State, the federal granting agency, or the United Sates Comptroller General. Sub -grantee shall maintain all accounting records and supporting documents, papers and other evidence of this project for a period of at least three (3) years after the completion of this project and termination of the Notice of Award & Grant Agreement. • Amendment or modification of their - Notice of Award & Grant Agreement shall be made in writing, signed by the parties, & shall specify the changes & justification therefore. • Recipients that expend $500,000 or more of federal funds during their fiscal year are required to submit an organization -wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards & OMB Circular A -133. • This Notice of Award & Grant Agreement, all rights, duties and/or obligations described herein may be assigned or sub- contracted by Recipient without prior consent of Sub - Grantor. Any assignment or sub - contract shall be subject to all the terms & conditions set forth herein. Recipient shall insure that all provisions are included in any assignment or sub - contract document. • Notice of Award/ Grant Agreement and documents referred to herein constitute the complete understanding of the parties with respect to the subject of this Notice of Award/Grant Agreement. Whenever possible, each provision of this Notice of Award/Grant Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. To the extent any provision is determined to be invalid the remainder of the Notice of Award & Grant Agreement will not be invalid. • Once equipment has been received by the implementing agency, a Federal Equipment Inventory must be completed and submitted to the Franklin County Office of Homeland Security & Justice Programs • The implementing agency will be responsible for annually updating and submitting the Federal Equipment Inventory to the Franklin County Office of Homeland Security & Justice Programs by January 30'' of each succeeding year following the project period Requirement applies to equipment items with a unit value of $5,000 or more • If applicable, equipment received through the Urban Area Security Initiative grant program must be included on your Schedule Award of Federal Expenditures. Signature of Authorized Official Printed Name and Title of Official Date City of Dublin 2008 — UASI — 72A Jurisdiction Federal Grant Number CERTIFICATE OF NON - SUPPLANTING SUBCONTRACTEE: AWARD DATE: FEDERAL GRANT NUMBER: AWARD AMOUNT - FEDERAL FUNDS: In order to fulfill the requirements of M 7100 and Standard Federal Subgrant Conditions concerning non - supplanting of funds, this non - supplanting certificate form is enclosed for signature. This form must be signed and returned to the Office of Homeland Security & Justice Programs /MCCJSA before funds will be released to the Subgrantee. I hereby certify that this organization/agency has complied with non - supplanting. Signature of Authorized Official Typed Name and Title of Official Date of Signature SINGLE AUDIT ACT ASSURANCE According to the U.S. Office of Budget & Management (OMB) Circular A -133, a sub - recipient who expends $500,000 or more of (combined) federal and state/local match funds within a Fiscal Year must have an audit completed within nine (9) months of the fiscal year close. This $500,000 includes the sum of all expenditures made with federal funds, regardless of the source, and any state or local funds used to match federal funds. If your organization did not expend more than $500,000 of Federal Program Funds (including matching funds) within the last fiscal year, please sign below to certify that your organization has no audit responsibility this year. Organization: Organization's Fiscal Year: to C.E.O. Name: Title: C.E.O. Signature: Date: If your organization did expend more than $500,000 in combined federal and match funds during the past fiscal year, an audit must be completed. The resulting Data Collection Form (DCF) and Reporting Package* must be submitted to: Federal Audit Clearing House, Bureau of the Census, 1201 -E. 10 Street, Jeffersonville, Indiana 47132. In addition, a copy of the transmittal cover letter should be mailed to the Office of the Comptroller, Office of Justice Programs, ATTN: Control Desk, U.S. Department of Justice, 810 7`'' Street, N.W., Room 5303, Washington, DC 20531. If your organization was required to have a single audit, you must submit a copy of the Reporting Package to the Franklin County Office of Homeland Security & Justice Programs no later than nine (9) months after your agency's fiscal year end or within 30 days of receipt from the auditor, whichever is sooner. Please sign below and return this page to the Franklin County Office of Homeland Security & Justice Programs. Organization: Organization's Fiscal Year: to C.E.O. Name: C.E.O. Signature: Title: ate: *Please see Federal Register Vol. 60 No.: 125, Sections 320(d) and (e) of reporting requirements for information on DCF and Reporting Package. Revised 1/2010 FjFrankfinCounty Where Government Works FRANKLIN COUNTY OFFICE OF HOMELAND SECURITY AND JUSTICE PROGRAMS PROCUREMENT PROCESS VERIFICATION FORM Jurisdiction /Agency: Grant Application Number: By signing the form below, it is affirmed that the procurement procedure has been completed for the equipment listed below in accordance with local statutes and regulations regarding standard procurement processes. The authorized official of the above jurisdiction /agency has approved this purchase procedure. Please attach a copy of the final quote to be referenced in the opening of a purchase order by the Franklin County Office of Homeland Security & Justice (OHS &JP) Programs. Once signed, please submit to the Franklin County Office of Homeland Security & Justice Programs. Your agency is NOT authorized to order equipment until notification has been given and a purchase order provided by the OHS &JP. Once the approval has been provided, It is the responsibility of your agency to order equipment. Authorized Official (Please Print Name) Signature of Authorized Official Title Date ent to Total Cost: 373 South High Street, 25th Floor Columbus, Ohio 43215 -6314 Tel: 614 - 462 -5577 Fax: 614 - 462 -5549 www.Frank]inCounty0hio.gov Columbus UASI Quarterly Project Performance Report Due Dates: Due 30 days after the end of each quarter: January 31, 2010, April 30, 2010, July 30, 2010 and October 30, 2010 Project Information: Subgrant Number: 08 -UASI- Project Title: Project Mgr.: E -Mail Address: Phone: Fax: Report Period: Calendar quarter and year being reported (ex: Jan -Mar 2008): (Quarterly reports are due within 30 days after quarter end.) 1. Project Objectives & Performance Indicators: 2. Quarterly Activities: 3. Problems /Obstacles: 4. Projected Project Completion Date and Timeline: 5. Signature of Project Manager: Submission Please mail or return by e -mail to: Franklin County Office of Homeland Security & Justice Programs Attn: Melissa Pierson 373 S. High Street, 25` floor Columbus, OH 43215 Phone: (614) 462 -5563 Fax: (614) 462 -5549