R-04-08-26-13A1 - 8/26/2004 RESOLUTION NO. R-04-08-26-13A1
WHEREAS, the Texas Engineering Extension Service has made grant
funds available to the City of Round Rock through the 2004 State
Homeland Security Grant Program, and
WHEREAS, the City Council wishes to accept said grant funds to
be used for equipment necessary to respond to potential terrorist use
of a weapon of mass destruction, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Notice of Subrecipient Award, a copy of same being
attached hereto as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
RESOLVED this 26th day of August, 04 .
MAXWELL, May
City of Round Rock, Texas
AT T:
CHRISTINE R. MARTINEZ, City Secretary
@PFDesktop\::ODMA/WORLDOX/O:/WDOX/RESOLUTI/R40826A1.WPD/SC
2004 SHSP - 63500 Page 1
TEXAS ENGINEERING EXTENSION NOTICE OF SUBRECIPIENT AWARD
SERVICE FOR
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
I.RECIPIENT NAME AND ADDRESS 4.AWARD NUMBER:2004 SHSP-63500
Mr.Keith Tanner
203 Commerce 5.PROJECT PERIOD:FROM DEC 1,2003—NOV.30,2005
Round Rock,TX 78664
BUDGET PERIOD: FROM DEC 1,2003—NOV.30,2005
6.AWARD DATE 7.ACTION
June 4,2004
IA.GRANTEE IRS/VENDOR NO. 8.CFDA NUMBER: Initial Award
17460174851 97.004
9.AMOUNT AWARDED AS A BASE GRANT:$115,907.00
3. GRANT TITLE 10.AMOUNT AWARDED FROM REGION:$0.00
2004 STATE HOMELAND SECURITY PROGRAM
3A.Grant award number to TEEX: 2004-GE-T4-0015 11.TOTAL SUBRECIPIENT AWARD(9+10):$115,907.00
12.ADDITIONAL AMOUNT AWARDED FOR AN EXERCISE PROGRAM TO BE PROVIDED FROM FUNDS RETAINED
BY THE STATE:
BLOCK 12A TO BE COMPLETED ONLYIF ANAMOUNT IS SHOWN IN BLOCK 12
12A.SUBRECIPIENTS WITH AN AMOUNT IN BLOCK 12 MUST CHECK ONE BOX
❑ SUBRECIPIENT ACCEPTS EXERCISE AMOUNT SHOWN IN BLOCK 12,ALL SPECIAL CONDITIONS,AND
THE GRANT AMOUNT SHOWN IN BLOCK 11.
❑ SUBRECIPIENT DECLINES EXERCISE AMOUNT SHOWN IN BLOCK 12 AND DOES NOT ACCEPT SPECIAL
CONDITION NUMBER 10. SUBRECIPIENT ACCEPTS ALL OTHER SPECIAL CONDITIONS AND THE
GRANT AMOUNT SHOWN IN BLOCK 11.
13. SPECIAL CONDITIONS
THE ABOVE GRANT IS SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE
SET FORTH IN THE NOTICE OF SUBRECIPIENT AWARD AND IN THE TEXAS 2004 SHSP GRANT INSTRUCTIONS
13. STATUTORY AUTHORITY FOR GRANT
THIS PROJECT IS SUPPORTED UNDER PUBLIC LAW 108-90,THE DEPARTMENT OF HOMELAND SECURITY
APPROPRIATIONS ACT,2004.
13. METHOD OF PAYMENT
REIMBURSEMENT:SEE DETAILS IN TEXAS 2004 STATE HOMELAND SECURITY PROGRAM GRANT
INSTRUCTIONS
AGENCY APPROVAL SUBRECIPIENT ACCEPTANCE
16. SIGNATURE OF APPROVING TEEX OFFICIAL 17.TYPED NAME AND TITLE OF AUTHORIZED
SUBRECIPIENT OFFICIAL
Arturo Alonzo
Deputy Director/CFO
Texas Engineering Extension Service
AGENCY USE ONLY 18.SIGNATURE OF AUTHORIZED 18A. DATE
UBRECIPIENT OFFICIAL
EXHIBIT
a
8 "All
2004 SHSP - 63500 Page 2
TEXAS ENGINEERING EXTENSION NOTICE OF
SERVICE SUBRECIPIENT AWARD
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
AWARD NUMBER 2004 SHSP-63500 AWARD DATE June 4,2004
SPECIAL CONDITIONS
1) The Notice of Subrecipient Award is only an offer until the subrecipient returns the signed copy of the
Notification of Subrecipient Award in accordance with the date provided in the transmittal letter.
2) The subrecipient agrees to use funds in accordance with the instructions in the Texas 2004 SHSP Grant
Instructions.
3) The subrecipient agrees to comply with the applicable financial and administrative requirements set forth in the
current edition of Office of Justice Programs(OJP)Financial Guide.
4) The subrecipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of
States, Local Governments, and Non-Profit Organizations, as further described in the current edition of the OR
Financial Guide,Chapter 19.
5) Subrecipient agrees to make no request for reimbursement prior to return of this agreement approved by the
subrecipient and signed by the authorized subrecipient representative.
6) Subrecipient agrees to make no request for reimbursement for goods or services procured by subrecipient prior to
the performance period start date of this agreement.
7) Subrecipient agrees to comply with the instructions in the Texas 2004 SHSP Grant Instructions regarding base
grant awards if an amount is indicated in block 9
8) Subrecipient agrees to comply with the instructions in the Texas 2004 SHSP Grant Instructions regarding regional
awards if an amount is indicated in block 10.
9) Subrecipient agrees to comply with any special conditions and projects listed in this Notice of Subrecipient
Award for regional projects.
10) Subrecipient acknowledges and agrees that if an amount is listed in block 12 for exercises that the amount will be
held by TEEX as the State Administrative Agency, on behalf of the jurisdiction, and will be used to provide the
exercise program under the Texas WMD Terrorism Exercise Program
11) The subrecipient affirms that federal funds will be used to supplement existing funds,and will not replace
(supplant)funds that have been appropriated for the same purpose.Subrecipient may be required to supply
documentation certifying that a reduction in non-federal resources occurred for reasons other than the receipt or
expected receipt of federal funds.
2004 SHSP - 63500 Page 3
TEXAS ENGINEERING EXTENSION NOTICE OF
SERVICE SUBRECIPIENT AWARD
For
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
AWARD NUMBER 2004 SHSP-63500 AWARD DATE June 4,2004-
SPECIAL CONDITIONS FOR REGIONAL PORTION OFA WARD
Projects and Conditions for the Regional Portion of the Award.NONE
End of Notice of Subrecipieut Award
DATE: August 20, 2004
SUBJECT: City Council Meeting - August 26, 2004
ITEM: 13.A.1. Consider a resolution authorizing the Mayor to accept grant funds
from the Texas Engineering Extension Service for the 2004 State
Homeland Security Program.
Department: Fire Department
Staff Person: Keith Tanner, Fire Marshal/Emergency Management Coordinator
Justification:
Staff recommends the approval for receipt of $115,907.00 from the 2004 State Homeland
Security Grant Program. This program allows the jurisdiction to use grant funds retained by
the state in order to improve the ability to respond to potential terrorist use of a Weapon of
Mass Destruction.
Funding: Federal Pass-Through
Cost: N/A
Source of funds: 2004 State Homeland Security Grant Program
Outside Resources:
Texas Engineering Extension Service/State Homeland Security Grant Program.
Background Information•
Receipt of this grant will enable the City to use federal grant funds to improve our ability to
respond to potential terrorist use of a Weapon of Mass Destruction by providing some of the
equipment needed to respond to such events at no cost to the City.
Public Comment: N/A
Executed
Document
Follows
CU PV- 2004 SHSP - 63500 Page 1
TEXAS ENGINEERING EXTENSION NOTICE OF SUBRECIPIENT AWARD
SERVICE FOR
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
I.RECIPIENT NAME AND ADDRESS 4.AWARD NUMBER:2004 SHSP-63500
Mr.Keith Tanner
203 Commerce 5.PROJECT PERIOD:FROM DEC 1,2003—NOV.30,2005
Round Rock,TX 78664
BUDGET PERIOD: FROM DEC 1,2003—NOV.30,2005
6.AWARD DATE 7.ACTION
June 4,2004
IA.GRANTEE IRS/VENDOR NO. 8.CFDA NUMBER: Initial Award
17460174851 97.004
9.AMOUNT AWARDED AS A BASE GRANT:$115,907.00
3. GRANT TITLE 10.AMOUNT AWARDED FROM REGION:$0.00
2004 STATE HOMELAND SECURITY PROGRAM
3A.Grant award number to TEEX: 2004-GE-T4-0015 11.TOTAL SUBRECIPIENT AWARD(9+10):$115,907.00
12.ADDITIONAL AMOUNT AWARDED FOR AN EXERCISE PROGRAM TO BE PROVIDED FROM FUNDS RETAINED
BY THE STATE:
BLOCK 12A TO BE COMPLETED ONLY IF AN AMOUNT IS SHOWN IN BLOCK 12
12A.SUBRECIPIENTS WITH AN AMOUNT IN BLOCK 12 MUST CHECK ONE BOX
❑ SUBRECIPIENT ACCEPTS EXERCISE AMOUNT SHOWN IN BLOCK 12,ALL SPECIAL CONDITIONS,AND
THE GRANT AMOUNT SHOWN IN BLOCK 11.
❑ SUBRECIPIENT DECLINES EXERCISE AMOUNT SHOWN IN BLOCK 12 AND DOES NOT ACCEPT SPECIAL
CONDITION NUMBER 10. SUBRECIPIENT ACCEPTS ALL OTHER SPECIAL CONDITIONS AND THE
GRANT AMOUNT SHOWN IN BLOCK 11.
13. SPECIAL CONDITIONS
THE ABOVE GRANT IS SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE
SET FORTH IN THE NOTICE OF SUBRECIPIENT AWARD AND IN THE TEXAS 2004 SHSP GRANT INSTRUCTIONS
13. STATUTORY AUTHORITY FOR GRANT
THIS PROJECT IS SUPPORTED UNDER PUBLIC LAW 108-90,THE DEPARTMENT OF HOMELAND SECURITY
APPROPRIATIONS ACT,2004.
13. METHOD OF PAYMENT
REIMBURSEMENT: SEE DETAILS IN TEXAS 2004 STATE HOMELAND SECURITY PROGRAM GRANT
INSTRUCTIONS
AGENCY APPROVAL SUBRECIPIENT ACCEPTANCE
16. SIGNATURE OF APPROVING TEEX OFFICIAL 17.TYPED NAME AND TITLE OF AUTHORIZED
1
4 SUBRECIPIENT OFFICIAL
Arturo Alonzo Nyle Maxwell, Mayor
Deputy Director/CFO
Texas Engineering Extension Service
AGENCY USE ONLY 18.SIG T RE F ORIZED 18 . DATE
SUBRE I ICIAL
8— acs—oy
i
2004 SHSP - 63500 Page 2
TEXAS ENGINEERING EXTENSION NOTICE OF
SERVICE SUBRECIPIENT AWARD
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
AWARD NUMBER 2004 SHSP-63500 AWARD DATE June 4,2004
SPECIAL CONDITIONS
1) The Notice of Subrecipient Award is only an offer until the subrecipient returns the signed copy of the
Notification of Subrecipient Award in accordance with the date provided in the transmittal letter.
2) The subrecipient agrees to use funds in accordance with the instructions in the Texas 2004 SHSP Grant
Instructions.
3) The subrecipient agrees to comply with the applicable financial and administrative requirements set forth in the
current edition of Office of Justice Programs(OJP)Financial Guide.
4) The subrecipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of
States, Local Governments, and Non-Profit Organizations, as further described in the current edition of the OR
Financial Guide,Chapter 19.
5) Subrecipient agrees to make no request for reimbursement prior to return of this agreement approved by the
Subrecipient and signed by the authorized subrecipient representative.
6) Subrecipient agrees to make no request for reimbursement for goods or services procured by Subrecipient prior to
the performance period start date of this agreement.
7) Subrecipient agrees to comply with the instructions in the Texas 2004 SHSP Grant Instructions regarding base
grant awards if an amount is indicated in block 9
8) Subrecipient agrees to comply with the instructions in the Texas 2004 SHSP Grant Instructions regarding regional
awards if an amount is indicated in block 10.
9) Subrecipient agrees to comply with any special conditions and projects listed in this Notice of Subrecipient
Award for regional projects.
10) Subrecipient acknowledges and agrees that if an amount is listed in block 12 for exercises that the amount will be
held by TEEX as the State Administrative Agency, on behalf of the jurisdiction, and will be used to provide the
exercise program under the Texas WMD Terrorism Exercise Program
11) The subrecipient affirms that federal funds will be used to supplement existing funds,and will not replace
(supplant)funds that have been appropriated for the same purpose. Subrecipient may be required to supply
documentation certifying that a reduction in non-federal resources occurred for reasons other than the receipt or
expected receipt of federal funds.
2004 SHSP- 63500 Page 3
TEXAS ENGINEERING EXTENSION NOTICE OF
SERVICE SUBRECIPIENT AWARD
For
STATE HOMELAND SECURITY City of Round Rock
GRANT PROGRAM
AWARD NUMBER 2004 SHSP-63500 AWARD DATE June 4,2604-
SPECIAL CONDITIONS FOR REGIONAL PORTION OF AWARD
Projects and Conditions for the Regional Portion of the Award.NONE
End of Notice of Subrecipient Award
gyp" q0�1
GRANT APPLICATION/PROPOSAL REVIEW (GAPR)
This form must be completed and presented to Department Leadership for review prior to:
a) the submission of a grant application;
b) the renewal of a grant; or,
c) a change in the budgeted amount of the grant
Following review by Departmental Leadership, this form should be submitted to the City Budget
Supervisor(218-5445)for Budget Office Approval.
The GAPR form is due to the Budget Office for approval at least five (5)working days prior to
the City Council agenda deadline.
All grant applications require City Council approval to before submission, this form should be
completed by the department and submitted with the Council Action requesting approval to apply
and the"Request for Finance Approval'form. Once a grant is awarded, a copy of this GAPR
along with the Grant Application notification form should be submitted with the Council Action
requesting authorization to accept the grant and the"Request for Finance Approval'form.
NOTE: NO GRANT APPLICATION, RENEWAL, OR INCREASE IN GRANT FUNDING WILL
BE CONSIDERED WITHOUT THE SUBMISSION AND APPROVAL OF THIS FORM.
Grantor Texas Engineering Extension Service
Grant
Title: 2004 State Homeland Security Grant Program
Grant Amount: Grant Grant Match:
FTEs:
$115,907.00 0 N/A
PROGRAM BUDGET
Fiscal Year FY:2004 FY: FY: FY: FY: TOTAL
Grant
Funding $115,907
Required
City Match
TOTAL
Please complete the sentences listed below by filling out the boxes:
Page 9
This is the list year): I first of a list ear One year Grant.
This Grant will be appropriated in FY: 12004
Other In-Kind Match Provided: $ None, but there may be recurring costs associated with some
equipment.
Total Program Budget: $_ 115.907
Proposed Positions (FTE's) to be Funded:
[Indicate Title(s) and Status (regular/temporary). Please add rows if number is
insufficient. ]
1.
TITLE STATUS Re ./Tem Estimated Cost
2.
3.
TOTAL:
Should we subcontract? If so, why?
This grant proposal/application is a: _X—New Grant Renewal Grant Revision
Type of Funds: _Federal _Federal Pass-Through x State
Private/Other
Funding Source: General Fund
GRANT TERM DATES
TERM YEAR MONTH/DAY/YEAR THROUGH MONTH/DAY/YEAR
Year One: December 1, 2003 Through November 30, 2005
Year Two: Through
Year Three: Through
Year Four: Through
Year Five: Through
Collaborations with other Agencies/Departments: All city departments
List the Departmental Goal or Strategy that will be supported by this grant (as included in the
Approved Budget Document):
Goal 5 Plan and implement effective and efficient services within the City's financial capacity to meet the needs of
residents,customers and employees.
Associated Program/Program Objective:
5.3 Provide a safe environment by promoting a high quality,cost efficient public safety program.
PLANNED PERFORMANCE MEASURES (List Maior Three)):
1. Improve the city's ability to respond to potential terrorist use of a Weapon of Mass Destruction.
2. Improve the city's ability to provide warning/notification to the citizens.
Page 10
3. Improve the level of safety for first responders.
Brief description of proposed grant program: The 2004 State Homeland Security Program
(SHSP) sub-grant is designed to improve a jurisdiction's ability to respond to a potential
terrorist use of a Weapon of Mass Destruction. Equipment purchased through this grant
will also be associated with needs identified through the City's Mitigation Action Plan
completed in '04.
Contingency Plan if Grant Funding Discontinued (Check Appropriate Box, or Detail in
"Other."):
A If this grant project's goals and objectives are reached, the Department will request
funding from the General Fund to continue the program if grant funding ends.
B This grant-funded project is considered a baseline program that must be continued
with or without grant funding.
C. x This grant-funded project is not considered a baseline program that must be
continued with or without grant funding.
This one-time grant-funded project intended to cease at the grant-term end. No
D. other fundingg will be requested from alternative grant sources or General Fund
dollars
If this grant-funded project's performance (for in the example of a pilot or
E demonstration grant) indicates the need for the Department to apply for follow-up
grant funding, the project may require supplemental funding from the General
Fund to cover the cost of the follow-up project.
Other: This grant-funded project is considered a baseline program that must be
F continued with or without grant funding. However, this grant, along with the same
grant for 2003, will provide most of the equipment needed to respond to WMD
events.
DEPARTMENTAL REVIEW/APPROVAL
(To be compipted by the submitting Department)
Dept. Director Review/Approval:A_��k Date:
Date Application Due (if Applicable): Date Forwarded:
CITY BUDGET OFFICE REVIEW APPROVAL
(To be completed by the City Budget Office)
Date Received: Date Approved/Disapproved:
Budget/Accounting Supervisor Review/Approval: k Date: Gt U
Finance Director Review/Approval: Date:
Page 11
onD Roy
GRANT AWARD NOTIFICATION FORM
Grantor Texas Engineering Extension Service
Grant
Title: 2004 State Homeland Security Grant Program
Grant Amount: Grant
FTEs: Grant Match:
$115,907.00 0
Department/Division:
Fire Department/Emergency Management
Department Contact
(Name, phone number): Keith Tanner, 218-6632
(this is the person who will be monitoring the
grant)
PROGRAM BUDGET
This grant approval is a: _x_New Grant Renewal Grant Revision
Type of Funds: _Federal —Federal Pass-Through x State
Private/Other – – —
Funding Source: General Fund
Attach a copy of grant award notification from Grantor.
Page 12
2004 SHSP - 63500
June 4, 2004
Mr.Keith Tanner
203 Commerce
Round Rock,TX 78664
Dear Mr.Tanner:
You are receiving the enclosed Notice of Subrecipient Award for the 2004 State Homeland Security
Program and Texas 2004 State Homeland Security Program Grant Instructions because you are registered
as the Jurisdiction Point of Contact for the City of Round Rock on the Texas Domestic Preparedness
Assessment website. If you are no longer serving in that capacity please immediately give this packet to
the correct individual. Your senior elected official has been informed in the grant announcement letter
that this packet would be sent to you.
The enclosed documents contain the necessary documentation and instructions for you to utilize your
2004 State Homeland Security Program(SHSP) sub-grant to improve your jurisdiction's ability to
respond to potential terrorist use of a Weapon of Mass Destruction.
Jurisdictions with an exercise amount in block 12 have been nominated to participate in the Texas
WMD/Terrorism Incident Exercise Program. The exercise program will be provided using grant funds
retained by the state on the jurisdiction's behalf. Jurisdictions nominated for an exercise need to complete
block 12A. Jurisdictions declining the exercise will receive the grant amount shown in block 11,but not
the exercise amount.
The Notice of Subrecipient Award should be signed by the County Judge, City Mayor,City
Manager,Mayor Pro-TEM,Executive Director for the Council of Government,or Chief Financial
Officer for the jurisdiction. Subgrants to agencies should be signed by the agency director. Other
signatures will require an accompanying statement from the senior elected official authorizing the
individual to sign for the jurisdiction. The Deadline to return the signed Notice of Subrecipient
Award is August 16,2004,either by fax or postmarked with the due date. Jurisdictions that cannot
meet the deadline should immediately contact the Texas Engineering Extension Service to request
an extension. A maximum 30 day extension may be granted to allow for schedules of City Councils
and Commissioners' Courts. The offer of award will be withdrawn if the signed Notice of
Subrecipient Award is not returned by the due date or extended date.
Address:
Director of Domestic Preparedness
John B. Connally Building
301 Tarrow-TEEX, Suite 138
College Station,TX 77840-7896
Fax: (979)458-6927
Email: support(a)texasdpa.com
If you have any questions,or require further information regarding this award,please do not hesitate to
contact Charles Todd,TEEX Director of Domestic Preparedness, at(979)458-6815.
Sincerely,
`?6"
Charles Todd
Director of Domestic Preparedness
Texas Engineering Extension Service