Report Prepared by: Derek Parker, Fire Chief, Fire Department
Title
SUBJECT: Approval to Accept and Appropriate Grant Funds from the Department of Homeland Security, Federal Emergency Management Agency (FEMA) Fiscal Year 2022 Assistance to Firefighters Grant (AFG) Program in the Amount of $842,859 and Approving a Supplemental Appropriation from the Unencumbered, Unreserved General Fund Balance in the Amount of $84,286 for the Match Requirement, for a Total Project Cost of $927,145 for Self-Contained Breathing Apparatus (SCBA), Rescue Air Cart, SCBA Supplies, and SCBA Adapters; and Approval to Use Pooled Cash to Cover the Appropriation Until Grant Funds are Reimbursed
REPORT IN BRIEF
Considers approving to accept and appropriate grant funds from the Department of Homeland Security, Federal Emergency Management Agency (FEMA) Fiscal Year 2022 Assistance to Firefighters Grant (AFG) Program in the amount of $842,859 and approving a supplemental appropriation from the unencumbered, unreserved general fund balance in the amount of $84,286 for the match requirement, for a total project cost of $927,145 for Self-Contained Breathing Apparatus (SCBA), Rescue Air Cart, SCBA supplies, and SCBA adapters; and approval to use pooled cash to cover the appropriation until grant funds are reimbursed.
RECOMMENDATION
City Council - Adopt a motion:
A. Accepting the FY 2022 AFG in the amount of $842,859 in grant funds and appropriating the same to Fund 1000-General Fund-Fire, Project GR240014; and,
B. Approving a supplemental appropriation in the amount of $84,286 from the unreserved, unencumbered fund balance of Fund 1000-General Fund and appropriating to General Fund-Fire, Project GR240014 for City of Merced’s local cash match of 10%, as identified in the grant application; and,
C. Approving the increase in revenue in General Fund-Fire, Project GR240014 up to the amount of $25,269 for reimbursement of City of Atwater’s share of 10% local match dependent on actual costs; and,
D. Authorizing the use of pooled cash to cover the appropriation until grant funds are reimbursed; and,
E. Authorizing the Finance Officer to make the necessary budget adjustments; and,
F. Authorizing the City Manager or Deputy City Manager to execute all documents, including any amendments.
Body
ALTERNATIVES
1. Approve, as recommended by staff;
2. Approve, subject to other than recommended by staff, identify specific findings;
3. Refer to staff for reconsideration of specific items as requested by Council; or,
4. Continue to a future City Council meeting; or,
5. Deny request, which would result in the City of Merced being unable to use the AFG funds.
AUTHORITY
Charter of the City of Merced, Section 200 - Powers
Charter of the City of Merced, Section 405 - Powers Vested in the City Council
Charter of the City of Merced, Section 1105 - Budget Appropriations
CITY COUNCIL PRIORITIES
Public Safety, as provided for the in 2023-24 Budget.
DISCUSSION
On 01/17/22, the City Council approved agenda item 23-058, Merced Fire Department’s request to apply for the FY 2022 Assistance to Firefighters Grant (AFG) program. The purpose of the AFG grant request was to apply for Self-Contained Breathing Apparatus (SCBA), Rapid Intervention Team (RIT) packs, Air Cart, and SCBA equipment as a regional application with the City of Atwater Fire Department.
On 08/25/23 the Fire Department was notified that it was awarded $842,858.59 in federal funding with a required 10% local match of $84,285.87 which we are requesting from the unencumbered, unreserved General Fund balance for a total approved budget of $927,144.46. Funding was provided for SCBA, and Air Cart, and SCBA equipment. No initial funding was provided for RIT packs however through grant cost savings the goal of RIT packs may still be achieved.
Keeping MFD and the Merced County region’s firefighters properly equipped is critical to protecting our communities. Receipt of this grant award allows us to enhance our safety and communication to provide the essential service to the community at a fraction of the real cost. In other words, it is our intent to increase our level of service to increase positive outcomes for all Merced County residents.
The Merced County fire service has elected to operate using a uniform SCBA platform for continuity of service and providing a redundancy in safety amongst all agencies. For the first time ever, all Fire Departments will be operating with a regional objective. The redundancy for safety allows for rapid intervention to seamless.
A budget summary of the award is as follows:
|
Activity Description |
Cost |
|
Equipment |
$839,476.00 |
|
Tax |
$ 87,668.46 |
|
Subtotal-Activity |
$927,144.46 |
|
|
|
|
Federal |
$842,858.59 |
|
City Match |
$ 84,285.87 |
|
Total |
$927,144.46 |
IMPACT ON CITY RESOURCES
The City of Merced, as the “Lead Agency” will bear all costs and be reimbursed by the City of Atwater. The grant requires a 10% local match and therefore FEMA will reimburse $842,858.59 while the city’s contribution is $84,285.87, which is being requested by a supplemental appropriation from the unreserved, unencumbered of the General Fund balance. As a regional grant, the City of Atwater will reimburse the City of Merced for the City of Atwater’s responsibility. The percentage share for the City of Merced is 70.02% and the City of Atwater is 29.98%. The City of Atwater financial responsibility is not to exceed $25,268.42 and the City of Merced financial responsibility is not to exceed $59,017.45 for match total of $84,285.87. The MOU between the City of Merced and the City of Atwater lines out the financial responsibilities.
After acceptance of the grant award the regional grant purchasing committee will negotiate pricing with vendors and if cost savings are accomplished, additional FEMA High Priority items may be acquired through AFG approval. The quantities within Page 2 of the MOU will be completed once the purchasing process is completed.
Costs must be expended first by the City of Merced and then reimbursed by FEMA, therefore, the City will use pooled cash until reimbursement from the grant is received.
ATTACHMENTS
1. Grant Award Letter - EMW-2022-FG-02636
2. MOU_AFG_2022_011523