CM-2016-1026 - 2/12/2016Texas Department of Public Safety
2014 Grant Adjustment Notice
for
City of Round Rock
11. General Award Information I Reference/ Encumbrance No: I
Date of Award: January 26, 2016 I Prepared By: Ogletree, William I3. SAA Award Number: 14 -GA 63500-02F
4. sub -Recipient Name and Address I S. Federal Grant Information
Mayor Alan McGraw
City of Round Rock
221 E. Main St.
Round Rock, TX 78664
Federal Grant Title: Homeland Security Grant Program (HSGP)
State Homeland Security Program (SHSP)
Federal Grant Award Number: EMW-2014-SS-00029
Federal Granting Agency: U.S. Department of Homeland Security(DHS)
Federal Emergency Management Agency (FEMA)
Date Federal Grant Awarded to TxDPS: August 6, 2014
CFDA: 97.067
16. Award Amount and Grant Breakdowns I
SHSP
55,041.66
Grant Period:
From:
To:
Sep 1, 2014
Jan 31, 2016
(The SAA must receive all Invoices by the end of grant period)
7. Statutory Authority for Grant: The Department of Homeland Security Appropriations Act, 2014, (Public Law 113-76), and The
Homeland Security Act of 2002 as amended (Public Law 107-296), (6 U.S.C. § 603).
8. Method of Payment: Primary method is reimbursement.
9. Debarment/Suspension Certification: The Sub -Recipient certifies that the sub -recipient and its contractors/vendors and principals
are not debarred,suspended, proposed for debarment, declared ineligible or voluntarily excluded by any federal department or agency
and do not have active Exclusions listed at https://w�vva.sam.gov/portal/public/SAM/
10. Agency Approvals
Approving TxDPS Official:
Jamie Youngs
Acting Deputy Assistant Director
Texas Homeland Security
State Administrative Agency
Texas Department of Public Safety
11. Sub -Recipient Acceptance
Signature of TxDPS Official:
I have read, understood and agree to this Sub -Recipient Agreement consisting of this Award and the attached Terms and
Conditions.
Print name and title of Authorized Sub -Recipient Official:Signature fSub-Recipient Official:
Laurie Hadley, City of Round Rock City Manager ��C��L�
Enter Employer Identification Number (EIN) or DUNS Number: Date Signed
Federal Tax Identification Number: ,
74-6017485 102740792 `� /�JIb
DUE DATE: March 11, 2016 Signed Award with Terms and Conditions must be returned to SAA_SRACbdps.texas.gov on or before the due
date.
C�11^2-v/(_/&2-4-
2014 TERMS AND CONDITIONS
Instructions:
The Sub -recipient shall:
1. Fill in the information and sign the Grant Sub -Recipient Avrard;
2. Certify they have read and understand these Terms and Conditions;
3. Certify to the statements provided in Exhibits A, B, C and D located at the back of this document by filling
in contact information and signing all exhibits, and
4. Return all documents via email to SAA_SRA@dps.texas.gov on or before the date provided in the
transmittal letter and/or in this Grant.
1. Grant Sub -recipient Aqreement
This Grant Sub -recipient Agreement (consisting of this 2014 Grant Sub -recipient Award and these Terms and Conditions) is made and entered into by and
between the Department of Public Safety / Texas Homeland Security State Administrative Agency, an agency of the State of Texas, hereinafter referred to as
"DPS/THSSAA," and the funds recipient, hereinafter referred to as the "Sub -recipient" or "Sub -grantee." Furthermore, DPS/THSSAA and the Sub -recipient are
collectively hereinafter referred to as the "Parties." This Grant Sub -recipient Agreement (SRA), or otherwise referred to herein as "this Grant" or `this
Agreement", is only an offer until Sub -recipient returns the signed copy of this Grant on or before the date provided in the transmittal letter and/or in this Grant
Sub -recipient Award.
The FY 2014 Homeland Security Grant Program (NSGP) funding plays an important role in the implementation of the National Preparedness System (NPS) by
supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient
Nation. HSGP funding shall be used for statutorily eligible costs related to the planning, organization, equipment, training, and exercise needs that prevent,
protect against, mitigate, respond to. and recover from acts of terrorism and other catastrophic events. This program provides an integrated mechanism that
builds and sustains core capabilities to support the Nation's Preparedness against terrorist attacks, major disasters, and other emergencies.
The FY 2014 Nonprofit Security Grant Program (NSGP) funding plays an important role in the implementation of the National Preparedness System (NPS) by
supporting the development and sustainment of core capabilities. Core capabilities are essential for the execution of each of the five mission areas outlined in
the NGP. NSGP provides funding support statutorily eligible costs to include target hardening and other physical security enhancements and activities to
nonprofit organizations that are at high risk of terrorist attack and located within one of the specific Urban Areas Security Initiative (UASI)-eligible Urban Areas.
While this funding is provided specifically to high-risk nonprofit organizations, the program seeks to integrate nonprofit preparedness activities with broader
State and local preparedness efforts. It is also designed to promote coordination and collaboration in emergency preparedness activities among public and
private community representatives, as well as State and local government agencies.
Sub -recipient may not assign or transfer any interest in this Grant without the express, prior written consent of DPSfrHSSAA. If Sub -recipient issues subawards
as part of this Grant project, Sub -recipient shall include and require its subawardees to comply with the terms and conditions of this Grant.
The term "Sub -recipient agreement funds" as used in this Grant means funds provided by DPS/THSSAA under the United States Department of Homeland
Security (DHS) Federal Emergency Management Agency (FEMA) grant programs (also referred to herein as DHS/FEMA). The term "Sub -recipient's funds" or
match funds as used in this Grant means funds provided by the Sub -recipient.
2. Overview and Performance Standards
All allocations and use of funds under this Grant shall be in accordance with the FY 2014 Funding Opportunity Announcement (FOA) for the Federal Grant Title
specified on this Grant, and such FY 2014 FOA is incorporated by reference herein. Sub -recipient shall read, understand and accept the FY 2014 Funding
Opportunity Announcement as binding.
A. Standard of Performance. Sub -recipient shall perform all activities and projects entered into the DPS/THSSAA web -based grants management system which
are approved by DPS/THSSAA. Any change to a project shall receive prior written approval by the appropriate local, regional and state -level grant
administrator(s). Sub -recipient shall perform all activities in accordance with all terms, provisions and requirements set forth in this Grant, including but not
limited to the following Exhibits:
Assurances — Non -Construction Programs, hereinafter referred to as "Exhibit A"
Assurances — Construction Programs, hereinafter referred to as "Exhibit B"
Certifications, hereinafter referred to as "Exhibit C"
State of Texas Assurances, hereinafter referred to as "Exhibit D"
B. Failure to Perform. In the event Sub -recipient fails to implement the project(s) entered and approved in the DPS/THSSAA web -based grants management
system, or comply with any provision of this Grant, Sub -recipient shall be liable to DPS/THSSAA for an amount not to exceed the award amount of this Grant
and may be barred from applying for or receiving additional OHS/FEMA grant program funds or any other grant program funds administered by DPS until
repayment to DPS/THSSAA is made and any other compliance or audit finding is satisfactorily resolved, in addition to any other remedy specified in this Grant.
Failure to timely implement projects may reduce future funding in additional DHS/FEMA and/or other grant programs administered by DPS.
3. Environmental Review
Sub -recipient shall assess its federally funded projects for potential impact to environmental resources and historic properties. Sub -recipient shall
submit any required screening form(s) as soon as possible and shall comply with deadlines established by DPS/THSSAA. Timelines for the
Environmental Planning and Historic Preservation (EHP) review process will vary based upon the complexity of the project and the potential for
environmental or historical impact. Sub -recipient shall include sufficient review time within its project management plan to comply with EHP
requirements. Initiation of any activity prior to completion of FEMA's EHP review will result in a non-compliance finding and DPS/THSSAA will
Sub -recipient, as soon as possible upon receiving this Grant, shall provide information to DPS/THSSAA to assist with the legally -required EHP review and to
ensure compliance with applicable EHP laws and Executive Orders (EO) currently using the FEMA EHP Screening Form OMB Number 1660-0115/FEMA Form
024-0-01 and submitting it, with all supporting documentation, to DPS/THSSAA for review. These EHP requirements include but are not limited to the National
Environmental Policy Act, the National Historic Preservation Act, the Endangered Species Act. EO 11988 — Floodplain Management, EO 11990 — Protection of
Wetlands, and EO 12898 — Environmental Justice. Sub -recipient shall comply with all Federal. State, and local EHP requirements and shall obtain applicable
permits and clearances. See FEMA Information Bulletin 329.
Sub -recipient shall not undertake any activity from the project that would result in ground disturbance, facility modification, or purchase and use of sonar
equipment without the prior approval of FEMA. These include but are not limited to communications towers, physical security enhancements involving ground
disturbance, new construction, and modifications to buildings. Sub -recipient shall comply with all mitigation or treatment measures required for the project as
the result of FEMA's EHP review. Any changes to an approved project description will require re-evaluation for compliance with EHP requirements before the
project can proceed. If ground disturbing activities occur during project implementation, Sub -recipient shall ensure monitoring of ground disturbance and if any
potential archeological resources are discovered, Sub -recipient shall immediately cease construction in that area and notify FEMA and the appropriate State
Historical Preservation Office.
4. Funding Obligations
A. DPS/THSSAA shall not be liable to Sub -recipient for any costs incurred by Sub -recipient that are not allowable costs.
B. Notwithstanding any other provision of this Grant, the total of all payments and other obligations incurred by DPS/THSSAA under this Grant shall not
exceed the Total Award Amount listed on the Grant Sub -recipient Award.
C. Sub -recipient shall contribute the match funds listed on the Grant Sub -recipient Award.
D_ Sub -recipient shall refund to DPS/THSSAA any sum of these Grant funds that has been determined by DPSITHSSAA to be an overpayment to
Sub -recipient or that DPSITHSSAA determines has not been spent by Sub -recipient in accordance with this Grant. No refund payment(s) shall be made from
local, state or federal Grant funds unless repayment with Grant funds is specifically permitted by statute or regulation. Sub -recipient shall make such refund to
DPS/THSSAA within thirty (30) calendar days after DPS/THSSAA requests such refund.
E. Nohvithstanding any other provisions, the Parties hereto understand and agree that DPSITHSSAA's obligations under this Grant are contingent upon the
receipt of adequate funds to meet DPS/THSSAA's liabilities hereunder, except as required by the Homeland Security Grant Program (HSGP). DPS/THSSAA
shall not be liable to Sub -recipient for costs which exceed the amount specified in this Grant.
5. Performance Period
The performance period for this Grant is listed on the Grant Sub -Recipient Award. All goods and services shall be received within the performance
period AND all reimbursement requests shall be submitted to DPSITHSSAA within the performance period. Sub -recipient shall have expended all
Grant funds and submitted reimbursement requests and any invoices in the DPSITHSSAA grant management system by the end of the performance
period. DPS/THSSAA shall not be obligated to reimburse expenses incurred or submitted after the performance period.
6. Uniform Administrative Requirements, Cost Principles and Audit Requirements
Except as specifically modified by law or this Grant, Sub -recipient shall administer this Grant through compliance with the most recent version of all applicable
laws and regulations, including but not limited to DHS program legislation, Federal awarding agency regulations, and the terms and conditions of this Grant. A
non-exclusive list is provided below.
A. Administrative Requirements
1. 44 C.F.R. Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (the A-102 Common
Rule);
2. 2 C.F.R. Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non -Profit
Organizations (OMB Circular A-110).
3. 44 C.F.R. Part 10, Environmental Considerations
B. Cost Principles
1. 2 C.F.R. Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A-87)
2. 2 C.F.R. Part 220, Cost Principles for Educational Institutions (OMB Circular A-21)
3. 2 C.F.R. Part 230, Cost Principles for Non -Profit Organizations (OMB Circular A-122)
4. 48 C.F.R. Subpart 31.2, Federal Acquisition Regulations (FAR), Contracts with Commercial Organizations
C. Audit Requirements
OMB Circular A-133, Audits of States, Local Governments and Non -Profit Organizations.
D. Grant Guidance (Funding Opportunity Announcement)
Sub -recipient agrees that all allocations and use of funds under this Grant shall be in accordance with the applicable FY 2014 Funding Opportunity
Announcement and supplemental resources for the HSGP currently available at
htip://vA�Av fema gov/media-library-data/1395161200285-5b07edO456056217175fbdee28d2b06e/FY 2014 HSGP FOA Final.pdf and the Nonprofit Security
Grant Program (NSGP),
http�/hw+Avfemaaov/media-library-data/1396016700388-fb23d8l3b8dfOd8eab995cPf2./clac3e/FY 2.014 NSGP FOA Final Revised.odf.
7. DHS Specific Acknowledgements and Assurances
Sub -recipient shall comply with the DHS Standard Administrative Terms and Conditions that are outlined in Part 6.1.1 — Financial Assistance Award Standard
Terms and Conditions (January 14. 2011), which is incorporated by reference herein. DHS requires those standard terms and conditions which are approved
by the Division of Financial Assistance Policy and Oversight to be applied to all financial assistance awards:
hitp://wv.,w dhs aov/xlibrary/assets/cfo-financial-managernent-oolicv-manual ndf.
Sub -recipient acknowledges and agrees, and shall require any sub -recipients, subawardees, contractors. successors, transferees, and assignees to
acknowledge and agree to comply with applicable provisions governing DHS access to records, accounts, documents, information, facilities, and staff.
1. Sub -recipient shall cooperate with any compliance review or complaint investigation conducted by DHS.
2. Sub -recipient shall give DHS access to and the right to examine and copy records, accounts, and other documents and sources of information related to
this Grant and permit access to facilities, personnel, and other individuals and information as may be necessary, as required by DHS regulations and other
applicable laws or program guidance.
3. Sub -recipient shall submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to
support the reports.
4. Sub-tacipien\shalt comply with all other special reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program
guidance.
5. If, during the past three (3) years, Sub -recipient has been accused of discrimination on the grounds of race, color, national origin (including limited English
proficiency), sex, age, disability, religion, or familial status, Sub -recipient shall provide a list of all such proceedings, pending or completed, including outcome
and copies of settlement agreements to the DHS awarding office and the DHS Office of Civil Rights and Civil Liberties.
6. In the event any court or administrative agency makes a finding of discrimination on grounds of race. color, national origin (including limited English
proficiency), sex, age, disability, religion, or familial status against Sub -recipient, or Sub -recipient settles a case or matter alleging such discrimination.
Sub -recipient shall forward a copy of the complaint and findings to the DHS Component and/or awarding office.
The United States has the right to seek judicial enforcement of these obligations.
8. aeration Stonegarden (OPSG) Specific Conditions
If Sub -recipient is receiving Operation Stonegarden (OPSG) funds, Sub -recipient is prohibited from obligating or expending OPSG funds provided
through this Grant until each unique, specific, or modified county level, tribal or equivalent Operations Order or Fragmentary Order has been
reviewed and approved by official notification by FEMA and Customs and Border Protection/Border Patrol (CBP/BP). Each Operations Order will be
transferred via the secure portal (CBP/BP) BPETS system from each respective AOR Sector HO to CBP/BP HQ in Washington, D.C., for review and
pre -approval for Operational continuity, then forwarded to FEMA GPD/PGD OPSG Program Office for final review/approval. Official notification of approval will
be sent by FEMA via email to DPS/THSSAA and CBP/BP HQ in Washington. D.C.
1. Sub -recipient shall develop and submit required operational documents through the border area's Integrated Planning Team.
2. Sub -recipient shall maintain an approved Concept of Operations, consisting of a campaign plan and proposed budget which will articulate the intent of
how OPSG funds will be used throughout Sub -recipient's Grant performance period.
3. )f Sub -recipient intends to spend more than 50 percent of its award on overtime over the course of the performance period, a request for an overtime
waiver shall be submitted through the Integrated Planning Team.
4. Sub -recipient shall develop and submit Operations Orders for Tactical operational periods to achieve the strategic objectives of the campaign plan.
5. Sub -recipient shall only initiate tactical operations after the specific Operations Order(s) are approved through the Border Patrol Headquarters and by
FEMA, and the DPS/THSSAA has issued a Grant Sub -recipient Award or Grant Adjustment Notice (GAN) to the jurisdiction.
9. State Reauirements for Grants
Sub -recipient shall comply with all other federal, state, and local laws and regulations applicable to this Grant including but not limited to the laws and the
regulations promulgated in Texas Government Code. Chapter 783, Uniform Grant and Contract Management. State Administrative Agency Information
Bulletins. available at
htto://�,mv.',xdps.state.tx.us/director staff/saa/information bulletins. hlin, Texas Uniform Grants Management Standards (UGMS) at
htto:llvmv.window.state.tx.usiorocurement/catrad/uams.r)df and the State Administrative Agency Sub -recipient Manual, available at
htto://v.,•Av.txdos.state.tx.us/director staff/saa/documents/subrecioientManual.odf. Sub -recipient shall, in addition to the assurances and certifications, comply
and require each of its subcontractors employed in the completion of the project to comply with all applicable statutes, regulations, executive orders, OMB
circulars, terms and conditions of this Grant, and the approved application.
Sub -recipient shall comply with the State of Texas General Appropriations Act. Art. IX. Part 4, as follows:
1. Grant funds may not be expended for this Grant to a law enforcement agency regulated by Texas Occupations Code, Chapter 1701, unless the law
enforcement agency requesting this Grant is in compliance with all rules developed by the Texas Commission on Law Enforcement (COLE) or TCOLE certifies
that the requesting agency is in the process of achieving compliance with such rules.
2. Grant funds may not be awarded to or expended by any entity which performs political polling. This prohibition does not apply to a poll conducted by an
academic institution as part of the institution's academic mission that is not conducted for the benefit of a particular candidate or party.
3. Grant funds may not be expended by a unit of local government unless the following limitations and reporting requirements are satisfied:
a. Texas General Appropriations Act, Art. IX, Parts 2 and 3, except there is no requirement for increased salaries for local government employees:
b. Texas Government Code Sections 556.004, 556.005, and 556.006, which prohibits using any money or vehicle to support the candidacy of any person for
office; influencing positively or negatively the payment, loan, or gift to a person or political organization for a political purpose and using Grant funds to
influence the passage or defeat of legislation including not assisting with the funding of a lobbyist, or using Grant funds to pay dues to an organization with a
registered lobbyist;
c. Texas Government Code Sections 2113.012 and 2113.101, which prohibits using Grant funds to compensate any employee who uses alcoholic
beverages on active duty and Sub -recipient may not use Grant funds to purchase an alcoholic beverage and may not pay or reimburse any travel expense for
an alcoholic beverage:
d. Texas General Appropriations Act. Art. IX, Section 6.13, which requires Sub -recipient to make every effort to attain key performance target levels
associated with this Grant, including performance milestones, milestone time frames. and related performance reporting requirements; and
e. General Appropriations Act, Art. IX, Sections 7.01 and 7.02, and Texas Government Code §2102.0091, which requires that this Grant may only be
expended if Sub -recipient timely completes and files its reports.
10. Restrictions and General Conditions
A. Use of Funds. DHS Grant funds may only used for the purposes set forth in this Grant, and shall be consistent with the statutory authority for this Grant.
Grant funds may not be used for matching funds for other Federal grants/cooperative agreements, lobbying, or intervention in Federal regulatory or adjudicatory
proceedings. In addition, Federal funds may not be used to sue the Federal government or any other government entity.
B. Lobbving Prohibited. No funds shall be expended by Sub -Recipient to pay any person to influence, or attempt 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 any Federal action
concerning the award or renewal of any Federal contract, grant, loan, or cooperative agreement. These lobbying prohibitions may be found at 31 U.S.C.
§1352. Further, Sub -Recipient understands and agrees that it shall not use any federal funds, either directly or indirectly, in support of the enactment, repeal,
modification or adoption of any law, regulation, or policy, at any level of government. without the express prior written approval of FEMA.
C. Transferrino Funds. Sub -recipient is prohibited from transferring funds between grant programs (such as SHSP, UASI, and OPSG) without a properly
executed GAN.
D. Federal Employee Prohibition. Federal employees are prohibited from serving in any capacity (paid or unpaid) on any proposal submitted under this
Grant. Federal employees may not receive funds under this Grant.
E. Cost Categories. There may be limitations on the use of HSGP and/or NSGP funds for the categories of costs listed below. For additional details on
restrictions on the use of funds, refer to the FY 2014 HSGP or NSGP FOA, Appendix C, Funding Guidelines.
1. Management and Administration
2. Planning
3. Organization
4. Equipment
5. Training
6. Exercises
7. Maintenance and Sustainment
8. Critical Emergency Supplies
9. Construction and Renovation
F. Governino Board Aooroval. In cases where local funding is established by a Council of Government (COG) or an Urban Area Security Initiative (UASI)
governing board, the release of funds by DPS(THSSAA is contingent upon funding allocation approval by the governing board.
G. Notices, All notices or communications required or permitted to be given by either Party hereunder shall be deemed sufficiently given if mailed by
registered mail or certified mail, return receipt requested, or sent by overnight courier, such as Federal Express or Lone Star, to the other Party at its respective
address. For notice to DPS/THSSAA see address set forth below. For Sub -recipient, see the address listed on the Grant Sub -Recipient Award page or Point of
Contact address listed for the Sub -recipient in the DPSrTHSSAA Grants Management System (SPARS).
ation
Texas Homeland Security State Admin.
Agency
Department of Public Safety
P.O. Box 4087
TX 78773-0220
H. Points of Contacts. Within 30 calendar days of any change, Sub -recipient shall notify DPS/THSSAA of any change or correction to the chief elected
official, program, and/or financial points of contact in the DPSrTHSSAA grant management system.
I. DUNS Number. Sub -recipient confirms its Data Universal Numbering Systems (DUNS) Number is the number listed on this Grant. The DUNS Number is
the nine digit number established and assigned by Dun and Bradstreet, Inc., at 866/705-5711 or
htto://fedaov.dnb.com/webform.
J. Central Contractor Registration and Universal Identifier Reauirements. Sub -recipient maintains that it has registered on the System for Award
Management (SAM) at vAyw.sam.gov, or other federally established site for contractor registration, and entered DPS/THSSAA-required information.
Sub -recipient shall keep current, and then review and update the information at least annually. Sub -recipient shall keep information current in the SAM
database until the later of when it submits this Grant's final financial report or receives final Grant award payment. Sub -recipient agrees that it shall not make
any subaward agreement or contract related to this Grant without first obtaining the vendor/subawardee's mandatory DUNS number. See Section .210 of OMB
Circular A-133, Audits of States, Local Governments, and Non-profit Organizations.
K. Indirect Cost Allocation Plan. Sub -recipient shall submit its most recently approved Indirect Cost Allocation Plan signed by Cognizant Agency to
DPS/THSSAA within 30 calendar days of the approval. "Cognizant agency" means the Federal agency responsible for reviewing, negotiating, and approving
cost allocation plans or indirect cost proposals developed under 2 C.F.R. Part 225 on behalf of all Federal agencies. OMB publishes a listing of cognizant
agencies at htto://harvester.census.gov/sac/dissem/aso/reports.,iSD. Unless the basis of the cost plan changes. Sub -recipient only needs to forward the
annual Indirect Cost Rate approval letter to DPS/THSSAA within 30 calendar days after approval by the Cognizant Agency. The approved Indirect Cost Plans
and approval letters shall be emailed to
SAA RR(@dos.texas.00v_ The Sub -recipient name shall be included in the file name and subject line of the email transmittal.
L. Reporting Total Compensation of Sub -recipient Executives. 2 C.F.R. §170.320; see FEMA Information Bulletin 350.
1. Applicability and what to report: Sub -recipient shall report whether Sub -recipient received S25 million or more in Federal procurement contracts or financial
assistance subject to the Transparency Act per 2 C.F.R. §170.320. Sub -recipient shall report whether 80% or more of Sub -recipient's annual gross revenues
were from Federal procurement contracts or Federal financial assistance. If Sub -recipient answers "yes" to both questions. Sub -recipient shall report, along
with Sub -recipient's DUNS number, the names and total compensation (see 17 C.F.R. §229.402(c)(2)) for each of Sub -recipient's five most highly
compensated executives for the preceding completed fiscal year.
2. Where and when to report: Sub -recipient shall report executive total compensation at wmv.sam.gov, or other federally established replacement site. By
signing this Grant. Sub -recipient certifies that, if required, Sub -recipient's jurisdiction has already registered, entered the required information, and shall keep
information in the SAM database current, and update the information at least annually for each year until the later of when the jurisdiction submits its final
financial report or receives final payment. Sub -recipient agrees that it shall not make any subaward agreement or contract without first obtaining the
subawardee's mandatory DUNS number.
M. Direct Deposit. If Sub -recipient has not received HSGP or NSGP reimbursements from DPSrrHSSAA within the past eleven (11) months (prior to date of
award), it shall forward a new/updated direct deposit form to DPS/THSSAA. Completed direct deposit forms from Sub -recipient shall be emailed to
SAA RR(a)dDs.texas.gov. The email subject line and attachment name shall include the jurisdiction name and identify the document attached (i.e. "Sample
County DD torn"). The direct deposit form is currently available at httn //vAAv.window.state.tx.us/taxinfo/taxformsf 4-176.odf. Sub -recipient may
simultaneously sign up for the Advance Payment Notification (APN) email feature which provides State of Texas payees with a one -business -day advance
notice that a direct deposit payment has been sent to its financial institution. After receiving an APN, a payee may securely access its payment details online.
N. Procurements. Sub -recipient shall comply with all applicable federal, state, and local laws and requirements, including but not limited to proper competitive
solicitation processes where required, for any procurement which utilizes federal funds awarded under this Grant in accordance with 44 C.F.R. §13.36.
0. Contract Provisions. All contracts executed using funds awarded under this Grant shall contain the contract provisions listed under 44 C.F.R. §13.37(b).
Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments.
P. No Contracts with Debarred or Suspended Parties. Prior to contracting with any vendor or subawardee using funds awarded under this Grant,
Sub -recipient shall determine whether the vend or/subawardee is debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded by
any federal department and agency and shall confirm the vendor/subawardee does not have any active "Exclusions" by reviewing the vendor/subawardee
entity information at https://vNA-i.sam.gov/oortal/oublic/SAM/.
Q. Management and Administration. If this Grant includes a specific award of funds to Sub -recipient for management and administration (M&A),
Sub -recipient shall comply with all applicable requirements and limitations with respect to M&A. For additional information on M&A, refer to Information Bulletin
365 located at
httr)//vnvw.fema.aov/grants/grant-oroarams-directorate-information-bulletins.
R. Personnel Cap. Up to fifty percent (50%) of all HSGP awards received by Sub -recipient may be used for personnel and personnel -related activities as
directed by the Personnel Reimbursement for Intelligence Cooperation and Enhancement (PRICE) of Homeland Security Act (Public Law 110-412). In
general, use of HSGP funding to pay for staff and/or contractor regular time or overtime/backfill, among other items, are considered personnel -related costs.
Sub -recipient may request a waiver to the 50% personnel cap by submitting a waiver request through its respective regional council or urban area working
group to DPSrTHSSAA at
SAA(o)dos.texas.00v. Requests for waivers shall be submitted on official Sub -recipient letterhead and be signed by an authorized official of Sub -recipient.
Waivers shall contain the information required on page 9 of the FEMA Information Bulletin 379.
S. Property Management and Inventory. At least every two (2) years. Sub -recipient shall take a physical inventory and shall reconcile the results with
property records. Sub -recipient shall maintain property/inventory records which, at minimum, shall include a description of the property, a serial number or
other identification number, the source of property, who holds title, the acquisition date, the cost of the property, the percentage of Federal participation in the
cost of the property, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the
property. (See sample equipment inventory record format at
htto://hvww.txdos.state.tx.us/director staff/saa/audit and comoliance.htm ) Sub -recipient shall develop and implement a control system to prevent loss.
damage or theft of property and Sub -recipient shall investigate and document any loss, damage or theft of property funded under this Grant.
T. Publications. All publications produced as a result of funding under this Grant, which are submitted for publication in any magazine, journal, or trade paper.
shall include the following statement: 'This material is based upon work supported by the U.S. Department of Homeland Security. The views and conclusions
contained in this document are those of the authors and should not be interpreted as necessarily representing the official policies, either expressed or implied,
of the U.S. Department of Homeland Security."
U. Acknowledgement of Federal Funding from DHS. Sub -recipient shall comply with requirements to acknowledge use of Federal funding when issuing
statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with Federal
funds.
V. Use of DHS. DPS. and DPS1THSSAA Seals and Non -Endorsement. Sub -recipient shall obtain DHS, DPS, or DPS/THSSAA's prior written approval before
using any of these agencies' seal(s), logos, crests or reproductions of flags or likenesses of agency officials. Funding of this Grant does not equate to
endorsement of use of funding agencies' seals, logos, crests, etc., including use of the United States Coast Guard seal, logo, crests, or reproductions of flags or
likenesses of Coast Guard officials.
W. Coovright. Sub -recipient shall comply with requirements regarding publications or other exercise of copyright for any work first produced under Federal
financial assistance awards hereto related unless the work includes any information that is otherwise controlled by the Government (e.g., classified information
or other information subject to national security or export control laws or regulations). For any scientific. technical, or other copyright work based on or
containing data first produced under this Grant, including those works published in academic, technical or professional journals, symposia proceedings, or
similar works, Sub -recipient grants the Government a royalty -free, nonexclusive and irrevocable license to reproduce, display, distribute copies, perform,
disseminate, or prepare derivative works, and to authorize others to do so, for Government purposes in all such copyrighted works. Sub -recipient shall affix the
applicable copyright notices of 17 U.S.C. §401 or 402 and an acknowledgment of Government sponsorship (including award number) to any work first
produced under this Grant.
Further. Sub -recipient acknowledges that FEMA National Preparedness Directorate reserves a royalty -free, non-exclusive, and irrevocable license to
reproduce, publish, or otherwise use, and authorize others to use, for government purposes: (1) the copyright in any work developed under an award or
sub -award; and (2) any rights of copyright to which a recipient or Sub -recipient purchases ownership with Federal support. Sub -recipient agrees to consult with
DPS/THSSAA regarding the allocation of any patent rights that arise from or are purchased with this funding.
X. Quarterly Performance Reoorts. Sub -recipient shall submit performance reports and progress reviews per DPS/THSSAA and/or FEMA's direction.
Reports are entered into the grants management system. Performance reports are due by the twentieth (20th) calendar day after the end of each calendar
quarter: January 20, April 20, July 20 and October 20; or as otherwise specified or required by DPSfTHSSAA. DPS/THSSAA may require other reports or
different timelines to meet federal reporting dates or to respond to information requests. Failure to timely complete a performance report will result in
Sub -recipient being unable to request additional reimbursements/advances and may affect future funding.
Y. Site Visits. DHS and/or DPS/THSSAA, through its authorized representatives, have the right, at all reasonable times to make site visits to review project
accomplishments and management control systems and to provide such technical assistance as may be required. If any site visit is made by DHS on the
premises of Sub -recipient or a contractor under this Grant. Sub -recipient shall provide and shall require its contractors to provide all reasonable facilities and
assistance for the safety and convenience of the government representatives in the performance of their duties. All site visits and evaluations shall be
performed in such a manner that will not unduly delay the work.
Z. Limited English Proficiency (Civil Rights Act of 1964. Title VI). Sub -recipient shall comply with the Title VI of the Civil Rights Act of 1964 (Title VI)
prohibition against discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable steps to provide
meaningful access to persons with limited English proficiency (LEP) to their programs and services. Providing meaningful access for persons with LEP may
entail providing language assistance services, including oral interpretation and written translation. In order to facilitate compliance with Title VI, Sub -recipient is
encouraged to consider the need for language services for LEP persons served or encountered in developing program budgets. Executive Order 13166,
Improving Access to Services for Persons with Limited English Proficiency(August 11, 2000), requires federal agencies to issue guidance to recipients of
federal financial assistance, assisting such organizations and entities in understanding their language access obligations. DHS published the required guidance
in April 2011, DHS Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited
English Proficient Persons, 76 Fed. Reg. 21755-21768 (April 18, 2011). The Guidance provides helpful information such as how a recipient of federal financial
assistance can determine the extent of its obligation to provide language services: selecting language services; and elements of an effective plan on language
assistance for LEP persons. For additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance at
resources on
AA. Protection of Human Subiects. Sub -recipient shall comply with the requirements of the Federal regulations at 45 C.F.R. Part 46, which requires that
Sub -recipients comply with applicable provisions/law for the protection of human subjects for purposes of research. Sub -recipient shall comply with the
requirements in DHS Management Directive 026-04, Protection of Human Subjects. prior to implementing any work with human subjects. For purposes of 45
C.F.R. Part 46. research means a systematic investigation, including research, development. testing, and evaluation, designed to develop or contribute to
general knowledge. Activities that meet this definition constitute research for purposes of this policy, whether or not they are conducted or supported under a
program that is considered research for other purposes. The regulations specify additional protections for research involving human fetuses, pregnant women.
and neonates (Subpart B); prisoners (Subpart C); and children (Subpart D). The use of autopsy materials is governed by applicable State and local law and is
not directly regulated by 45 C.F.R. Part 46.
BB. National Flood Insurance Act of 1968. Sub -recipient shall comply with the requirements of Section 1306(c) of the National Flood Insurance Act, as
amended, which provides for benefit payments under the Standard Flood Insurance Policy for demolition or relocation of a structure insured under the Act that
is located along the shore of a lake or other body of water and that is certified by an appropriate State or local land use authority to be subject to imminent
collapse or subsidence as a result of erosion or undermining caused by waves or currents of water exceeding anticipated cyclical levels. These regulations are
codified at 44 C.F.R. Part 63.
CC. USA Patriot Act of 2001. Sub -recipient shall comply with the requirements of the Uniting and Strengthening America by Providing Appropriate Tools
Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§175-175c. Among other things, it prescribes criminal
penalties for possession of any biological agent, toxin, or delivery systems of a type or in a quantity that is not reasonably justified by a prophylactic, protective,
bona fide research, or other peaceful purpose. The Act also establishes restrictions on access to specified materials. "Restricted persons," as defined by the
Act, may not possess, ship, transport, or receive any biological agent or
City of Round Rock
F
ROUND ROCK
TEXAS Agenda Item Summary
Agenda Number:
Title: Consider accepting this 2014 Grant Adjustment Notice for the City of
Round Rock from the Texas Department of Public Safety
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 2/12/2016
Dept Director: Fire Chief David Coatney
Cost:
Indexes:
Attachments: CM 2016-1026 LAF, CAPCOG Grant adjustment notice
Department: Fire Department
Text of Legislative File CM -2016-1026
Consider accepting this 2014 Grant Adjustment Notice for the City of Round Rock from
the Texas Department of Public Safety
FY 2014 Homeland Security Grant is a request for funds that would be used to extend
the Gas ID Partnership Package to Aug 21,2016
The City of Round Rock executed a grant application with the Capital Area Council of
Governements (CAPCOG) for the purchase of a Gas ID Potable Gas and Vapor
Identifier, which also included a maintenance Gas ID Partnership program. the funding
to be executed with acceptance of this grant will extend the Gas ID Partnership
Program Package: this included free software updates, all parts and labor to repair the
system, free loaner, 24/7 Reach Back access to PH. D chemist, engineers, and
application scientist for spectral interpretation, assistance and technical support.
Grant total: $5,041.66
Staff Recommends Approval
Nj
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