Loading...
2016-ISDOT HAZARDOUS MATERIAL GRANT rb D/S+�S� Montana Department of Military Affairs t4 V F� Disaster and Emergency Services { D�e.7 Grants Program U) 3 1956 Mt. Majo Street F.O. Box 4789 Fort Harrison, MT 59636-4789 /'b�S AON 406-324-4777 GRANT AWARD AGREEMENT IFFY 2016 USDOT Hazardous Materials Emergency Preparedness (HMEP) Grant Date of Award: October 1, 2016 federal Grant Number ' Project.Performance Period HWHMP-057646-01A0 t010112016V 9j30(2017 Sub recipient: Jefferson County DES 110 S Washington St i Boulder, MT 59632 Sub recipient POC: Doug Dodge 110 S Washington St Boulder, MT 59632 CFDA ft: 20.703 Project Title: HazMat Awareness Level Training Federal Award Amount: S 5,000.00 Match Amount S 1,200.00 Required: 1. Effect of Award The sub recipient as named above is responsible for and accountable to Montana Disaster and Emergency Services (MT DES) for the funds provided. By acceptance of this award,the sub recipient agrees to comply with the terms and conditions detailed or referenced below. 2. Award Information The total amount of federal funding is documented above as the Federal Award Amount. The sub recipient is responsible for any commitments or expenditures it incurs in excess of the federal award. 3. Approved application The sub recipient's application, including the narrative and budget, as approved by the State Emergency Response Commission (SERC), provides the nature of this federal award. Changes to the approved MT Disaster and Emergency Services Grant Award Agreement FFY 2016 USDOT HMEP Page i application are governed by federal stature and must be submitted to MT DES for approval before taking effect. See section 15 of this document for the types of actions that require prior approval and the approval process. 4. Governing statutes and regulations The administration of this award by MT DES and the sub recipient are predicated upon the following federal statutory and regulatory requirements. • The authorizing language of 49 U.S.C. 5116 • The regulations outlined at 49 CFR Part 110 • 2 CFR Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards • Any other applicable federal,state, and/or local statutes and regulations, including, but not limited to the following: 0 49 CFR Part 20—New Restrictions on Lobbying o Title VI of the Civil Rights Act of 1964 0 49 CFR Part 21—Nondiscrimination in Federally-Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964. ci 49 CFR Part 32—Government Wide Requirements for Drug-Free Workplace (Financial Assistance) ci 2 CFR Part 200.321—Contracting with small and minority businesses,women's business enterprises, and labor surplus area firms. • Executive Order 13043—Increasing Seat Belt Use in the United States • Executive Order 13513—Federal Leadership on Reducing Text Messaging while Driving • Superfund Amendments and Reauthorization Act Title III Sections 301-303 • No term or condition of this award is intended to require the sub recipient to violate any applicable State, Territorial, Tribal, or Local law or ordinance. • The sub recipient must immediately notify MT DES of any change in local law, conditions,or other event, including litigation,which may significantly affect the sub recipient's ability to perform the program in accordance with the terms of this award. S. General sub recipient responsibilities In accepting this award, the sub recipient assumes all legal, financial,administrative, and programmatic responsibility for administering the award in accordance with the current laws, rules, regulations, general terms and conditions, and any special conditions that may be applicable. The sub recipient is responsible for ensuring compliance with federal requirements, failure to comply with these requirements may result in punitive action including but not limited to suspension or termination of the award and de-obligation of funds. 6. Point of Contact MT Disaster and Emergency Services Grant Award Agreement FFY 2016 USDOT HMEP Page 2 The Point of Contact (POC) is the individual designated by the sub recipient who is responsible for the implementation of the project. It is the responsibility of the POC to ensure that the objectives outlined in the approved application are accomplished and that programmatic and financial reports are submitted to MT DES are done so in a timely manner as outlined in sections 30 and 13 of this document. Any change to the POC should be reported to MT DES as soon as feasible. 7. Required Registration in the System for Award Management Unless exempted from this requirement as outlined in 2 CFR 25.110,the sub recipient must ensure that their agency is registered in the System for Award Management (SAM) and must maintain the information in SAM until the sub recipient receives the final payment for this grant. SAM registration may be accomplished at http://www.sam.gov. 8. Government-wide Debarment and Suspension in accordance with 2 CFR Part 180, as supplemented by 2 CFR Part 1200, sub recipients conducting business with other entities must ensure that the entity is not excluded or disqualified. This should be accomplished by searching for active exclusions on the federal SAM website at http://www.sam.gov as well as the State of Montana website at https://emacs.mt.gov/DebarredSuspendedVendors. This search should be conducted prior to initiating a business relationship with any other entity, documented evidence of the search should be maintained. 4. Financial Management and Internal Controls The sub recipient's financial management system must provide for the fallowing: • Identification of all federal awards received and expended and federal programs under which they were received to include financial results of each federal award. • Effective control over, and accountability for all fund, property, and other assets. 10. Payment Unless otherwise authorized, the HMEP grant program is under the reimbursement method. Payments may be withheld during the period of performance if: a) The sub recipient has failed to comply with the project objectives, or federal, state, local, or tribal statues, regulations, or the terms and conditions of this award. b) The sub recipient is delinquent in a debt to the United States. c) The sub recipient is delinquent in submitting required reports or responding to findings and corrective actions listed during the course of monitoring activities. Reimbursement requests must be made using the MT DES Reimbursement form. Reimbursement requests should include proof that payment has been made in the form of a general ledger or similar document, as well as any documentation to support expenditures to include receipts and/or invoices. There is no requirement for the timeframe or frequency in which reimbursement requests must be made, except that all requests for reimbursement must be submitted within 30 days of the end of the period of performance. MT Disaster and Emergency Services Grant Award Agreement FEY 2016 USDOT HMEP Page 3 11.Allowable Costs The allowability of costs incurred will be determined using the OMB cost principles located within 2 CFR Part 200—Subpart E, summarized in the enclosed FY 2016 Expenditures Guide. 12. Matching Requirement The sub recipient must provide 20 percent of the allowable direct and indirect costs of activities covered under this award from non-federal sources. Sub recipients may use either cash (hard match) or in-kind (soft match) contributions, or a combination of both. Allowable contributions are listed in 44 CFR 110.60 and must also meet the requirements of 2 CFR 200.306 including that matching contributions must meet the same requirements of allowability as applies to HMEP federal funds. Sub recipients are required to maintain documentation of how the matching requirements have been met,to include rosters, agendas, minutes, and/or receipts. Matching funds must be documented using the MT DES Match Reporting Form. Federal funds may be expended before non-federal matching funds, provided that total program costs at completion of the project reflect the 80%federal/20% non-federal allocation of costs. 13. Programmatic Performance Report Requirements Sub recipients are required to submit biannual programmatic reports documenting the progress of their project. Reports must be submitted using the MT DES Programmatic Report form. Biannual reports are due to MT DES on the 301h day of April, and the 30th day of October, 2017. 14. Procurement Sub recipients are required to follow the procurement procedures within 2 CFR 200.317. When procuring property and services under a federal award, sub recipients must follow the same policies and procedures it uses for procurements from its non-federal sources. 15.Changes to the approved application and budget Sub recipients must request prior approval from MT DES for the following programmatic or budget related reasons: • Change in the scope or objective or the project or program to include any new desired activities • Transfer of funds among cost categories or programs, functions, and activities in which the cumulative amount of such transfers exceed 10%of the total budget. • Requests for extension of the period of performance by up to 12 months. Such requests may not be exercised solely for the purpose of expending unobiigated balances. Any request for budget or programmatic changes must be submitted to MT DES 30 days prior to the desired effective date of the requested changes. 16.Title to Equipment/Copyrights MT Disaster and Emergency Services Grant Award Agreement FFY 2016 USDOT HMEP Page 4 Title to equipment purchased or fabricated under this award vests in the sub recipient unless otherwise specified under 2 CFR 200.313. The US DOT reserves a royalty-free, nonexclusive, and in irrevocable license to reproduce, publish, or otherwise use, and to authorize others to use, for federal government purposes the copyright in any work developed under this grant and any rights of copyright to which a sub recipient purchases with this grant. 17. Record retention and monitoring Sub recipients must comply with 2 CFR 200.333 retention requirements for records or any applicable state and/or local record retention requirements, whichever is strictest. Sub recipients must also comply with 2 CFR 200.336 related to access to records. The US DOT,the inspector General,the Comptroller of the United States and any applicable state of Montana agencies including but not limited to MT DES must have the right of access to any documents, papers, or other records which are applicable to this award. MT DES personnel reserve the right to conduct site visits, at reasonable times,to review project accomplishments, examine project documentation, management control systems, and provide technical assistance or guidance as may be requested or required. Site visits will be performed in a manner as to not unduly delay work activity under the award, or other activities of the sub recipient. 18. Accruals As established within Montana Operations Manual policy, accruals are valid obligations incurred but unpaid as of the end of the state fiscal year. The Montana Department of Administration,State Financial f II funded Services Division requires that accrual documentation be submitted from a sub recipients u through MT DES as directed,generally no later than the second week of June 2017. 19. Other Provisions(if applicable): None MT Disaster and Emergency Services Grant Award Agreement FFY 2018 USDOT HMEP Page 5 DES Points of Contact: The following individuals will be the respective points of contact between MT DES and the Sub-recipient. MT DES: Primary: 1. Name Casey Fuller 2. Title Grant Program Manager 3. Address Montana Disaster and Emergency Services P.O. Box 4789 Fort Harrison, MT 59636-4789 4. Phone (406) 324-4758 5. Email Cfuller2 @mt.gov Alternate: 1. Name Eric Kiltz 2. Title Grant Program Manager 3. Address Montana Disaster and Emergency Services P.O. Box 4789 Fort Harrison, MT 59636-4789 4. Phone (406) 324-4751 5. Email ekiltz @mt.gov Sub-recipient: I certify that I understand and agree to comply with the general and fiscal provisions of this grant as outlined within this grant award agreement and the referenced applicable laws, rules, and regulations. I further certify that all information presented is correct; that there has been appropriate coordination with affected agencies; that I am duly authorized by the Applicant to perform the tasks of Project Director as they relate to the requirements of this grant application. I understand that failure to comply with the terms and conditions of the grant and the federal assurances and certifications may cause us to be ineligible for future HMEP grants or be subject to repayment of the grant. MT Disaster and Emergency services Grant Award Agreement FEY 2016 USDOT HMEP Page 6 Agreement and Authorization to Proceed Authorizing O"kial of the Sub-re i ient: F. Name ejo� �,Aea-1 2- Title �.crn^'�55�»'O'J 3. Address ��)OL Vk j c� 4 Phone Y�(�—Z2.�— i{C2� 5. Fax 6. Email �Y`'1A C"\C'..�e-Ft 7. Signature Date Delegation of Managing authority To Project Manager/Point of Contact: 1. Name bUJ` 1 4 t)C�r�tZ' 2. Title DE.S (�OOr/X'V'Aar- 3. Address 4. Phone u^S !0 5. Fax 6. Email C�eC ,C S�:� CC•vn�y 'r"l�gCLf 7. Signature Date Montana Disaster and Emergency Services Approval i. Name/Title Delila Bruno,MT DES Administrator 2. Address Montana Disaster and Emergency Services PO Box 4789,Fort Harrison MT 59636-4789 3. Phone 1406) 324-4777 dbruno @mt.gov 4. Email 5. Signature - Date MT Disaster and Emergency Services Grant Award Agreement FFY 2016 USDOT HMEP Page 7