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HomeMy WebLinkAbout2018-01-23; City Council; ; Adopt a Resolution to accept and appropriate funds through the FY2016 Homeland Security Grant program and authorize the police department to participate in an existing CoCA Review l,AJv ~ CITY COUNCIL ~ Staff Report Meeting Date: To: 'From : Staff Contact: Subject: 1/23/18 Mayor and City Council Kevin Crawford, City Manager Cindy Anderson, Senior Management Analyst cindy.anderson@carl sbadca .g ov or 760-931-2170 Adopt a Resolution to accept and appropriate funds through the FY2016 Homeland Security Grant program and authorize the police department to participate in an existing County of San Diego contract with Motorola Solutions, Inc. in an amount not to exceed $478,609, for the purchase and installation of six Project 25 (P25) dispatch consoles and a call logging recorder. Recommended Action Adopt a Resolution to accept and appropriate funds through the FY2016 Homeland Security Grant program and authorize the police department to participate in an existing County of San Diego contract with Motorola Solutions, Inc. in an amount not to exceed $478,609, for the purchase and installation of six Project 25 (P25) dispatch consoles and a call logging recorder. Executive Summary The FY 2016 Urban Area Security Initiative (UASI) grant program will provide the police department with $478,609 to purchase six Project 25 (P25) dispatch consoles in the Communications Center and a call logging recorder. The new radio consoles will replace the analog radio dispatch consoles and will be in conformity with the rest of the county. The police department is requesting City Council to accept the grant, authorize the Administrative Services Director to appropriate $478,609 to the Public Safety Grants Special Revenues Fund for the FY 2016 UASI grant expenditures. The police department is also requesting the authorization to participate in an existing County of San Diego contract with Motorola Solutions, Inc. in an amount not to exceed $478,609 for the purchase and installation of the six P25 consoles and the call logging recorder. Discussion The United States Department of Justice (DOJ), Office of Justice Programs (OJP) and the Office of Domestic Preparedness (ODP) provide federal grant funds which are administered to states through the State Domestic Preparedness Grant Program for the purchase of specialized equipment to enhance the capability of state and local agencies to respond to incidents of terrorism. The City of San Diego Office of Homeland Security is the designated "Metropolitan Urban Area" for the San Diego Operation Area, and as such, is the entity that applies for, receives and locally administers federal Urban Area Security Initiative (UASI) grant funds. The Urban Area Working Group is the governing body that determines the local distribution formula for UASI grant funds, which is based upon the percentage of "first responders" in each jurisdiction within the Metropolitan Urban Area. The city has received prior UASI grant funds. Jan. 23, 2018 Item #5 Page 1 of 8 FY 2016 Urban Area Security Initiative (UASI) funding will provide the Police Department $478,609 to purchase six P25 radio consoles and a call logging recorder to be installed at the police department's Communications Center. No matching funds are required for the UASI grant. Project 25 (P25) is the standard for digital radio communications designed for use by public safety organizations in North America. P25 radios are a replacement for analog radios and add the ability to transfer data as well as voice, allowing for a more natural implementation of encryption or messaging. The San Diego County Regional Communication System (RCS) is upgrading to P25 and all communication centers in the county are scheduled to update the new standard. Some communication centers have already begun the transition, while others are scheduled for 2018. The police department has already upgraded all of its hand-held radios to the P25 standards. Essentially, P25 is a transition from an analog radio system to a digital radio system. This will allow for greater encryption options, and for a higher degree of interoperability and compatibility. The County of San Diego currently has an existing contract with Motorola Solutions, Inc. for the purchase and installation ofthe P25 consoles. The city will be participating in the county's contract in order to receive a significant discount on the purchase. Per the city's municipal code 3.28.100, the purchasing officer has determined that joining the county's cooperative purchasing plan is in the best interest of the city. Fiscal Analysis The total cost to purchase the six P25 consoles and a call logging recorder is $478,609 which is fully reimbursable by the Fiscal Year 2016 UASI Grant Program. No matching funds are required for the UASI grant. Next Steps The City Manager will execute the MOU and Grant Assurances with the San Diego Office of Homeland Security, and the city would be authorized to participate in the existing countywide contract with Motorola. The Administrative Services Director will appropriate $478,609 to the Public Safety Grants Special Revenues Fund, and the police department will order six P25 radio consoles from Motorola. The total amount will then be reimbursed by the SDOHS. Environmental Evaluation (CEQA) Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore, does not require environmental review. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Jan. 23, 2018 Item #5 Page 2 of 8 Exhibits 1. Resolution to accept and appropriate funds through the FY2016 Homeland Security Grant program for the purchase and installation of six Project 25 (P25), and authorize the police department to participate in an existing County of San Diego contract with Motorola Solutions, Inc. in an amount not to exceed $478,609. 2. Fiscal Year 2016 Urban Area Security Initiative Award letter. 3. Grant sub-award amendment for the FY16 UASI grant. Jan. 23, 2018 Item #5 Page 3 of 8 RESOLUTION NO. 2018-011 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, TO ACCEPT AND APPROPRIATE FUNDS THROUGH THE FV2016 HOMELAND SECURITY GRANT PROGRAM AND AUTHORIZE THE POLICE DEPARTMENT TO PARTICIPATE IN AN EXISTING CONTRACT BETWEEN THE COUNTY OF SAN DIEGO AND MOTOROLA SOLUTIONS, INC., IN AN AMOUNT NOT TO EXCEED $478,609. WHEREAS, The United States Department of Justice (DOJ), Office of Justice Programs (OJP) and the Office of Domestic Preparedness (ODP) provide federal grant funds which are administered to states through the State Domestic Preparedness Grant Program for the purchase of specialized equipment to enhance the capability of state and local agencies to respond to incidents of terrorism; and WHEREAS, the City of San Diego Office of Homeland Security is the designated "Metropolitan Urban Area" for the San Diego Operation Area, and administers federal Urban Area Security Initiative (UASI) grant funds; and WHEREAS, the Carlsbad Police Department has been allocated funds through the Fiscal Year 2016 Urban Area Security Initiative (UASI) Grant Program to purchase and install six P25 dispatch consoles and a call logging recorder. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the purchases of the six P25 dispatch consoles and a call logging recorder as specified are authorized in compliance with the grant. 3. That the City Manager of the City of Carlsbad or his designee is hereby authorized and directed to accept said award from the Urban Area Security Initiative (UASI) for receipt of the subject grant funds, as well as any required reports and/or final statements. 4. That the Administrative Services Director is authorized to appropriate $478,609 to the Police Department's grant special revenue fund for Fiscal Vear 2016 Urban Area Security Initiative (UASI) Grant Program purchases. Jan. 23, 2018 Item #5 Page 4 of 8 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of January, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. ~/ \~ _tl/J/L ~ BARBARA ENGLESON, City Clerk {SEAL) Jan. 23, 2018 Item #5 Page 5 of 8 SAN DIE d} Office of Homeland Security December 2, 2016 Kevin Crawford City Manager City of Carlsbad 1200 Carlsbad Village Dr Carlsbad , CA 92008 SUBJECT: Sub-rcci picnt: NOTIFICATION OF SUBRECIPIENT AWARD APPROVAL-UPDATED FY 2016 Homeland Security Grant Program Grant# 2016-00102 Cal O ES ID# 07 3-66000 Sub-recipient Performance Period: September I , 2016 , to December 31 , 2018 The San Diego Office of Homeland Security (SD OHS) has approved your FY 16 Urban Area Security Initiative (UASI) a,,vard. This version supersedes all previous versions. Activities: Amount Completion Date All Projects $487,505 Project A -Risk Management and Planning $ December 31, 2017 Project B -Info Analysi s & lnfrastructul"e Protection $ December 31 , 2017 Project C -CBRNE $ December 31 , 201 7 Project D -Interoperable Communications $450 ,000 December 3 1 , 2018 Project E -Medical and Pub lic Health $ December 31, 2017 Project F -Community Prep and Mass Care $ December 31, 2017 Project G -Training Pa1ticipation $37 ,505 Dec ember 31 , 2017 Project G -Training Conduct $ December 3 1, 201 7 Once your completed MOU and Grant Assurances are signed and received in our oftice , you may request reimbursement of eligible grant expenditures . During the application process , the Regional Technology Partnership (RTP) vetted and the Urban Area Working Group (UA WG) approved your project(s). Throughout the grant cycle, SD OHS will use performance milestones set in the 1-ISGP application as indicators of performance and this intormation may be used in assessing fi.1ture competitive grant applications. All activities funded 'vvith this award must be completed within the sub-recipient performance period. You are required to comply with all applicable federal , state , and local environmental and historic preservation (EHP) requirements. Additionally , Aviation /Watercraft requests, projects requiring EHP rev iew, controlled equipment , and sole source procurement requests require additional approvals from 10 10 Seco nd Avenue, Suite 1500, MS 6 1 SH Sa n Di ego, CA ZIP 9 2 10 1 T (619) 533-6760 F (619) 533-6786 sand ,eg o .g ov EXHIBIT 2 Jan. 23, 2018 Item #5 Page 6 of 8 Cit) orCarlsbad December 2.2016 Page 2 California Governor's Office of Emergency Services (Cal OES). Sub-recipients must obtain written approval l<Jr these activities prior to incurring any costs. in order to be reimbursed for any related costs under this grant. Sub-recipients are also required to obtain a performance bond prior to the purchase of any equipment item over $250.000. including any aviation or ,vatercraft financed with homeland security dollars. Performance bonds must be submitted to your UASI Program Representative no later than the time of reimbursement. Following acceptance of this award. you must sign and return the SD OJ IS Memorandum of Understanding (MOU) as well as the Cal OES grant assurances. Your agency must coordinate with SD OHS to prepare and submit quarterly projections via email so that SD OIIS can comply with the sem i-annua! BS!R reporting for the duration of the grant period or until you complete all activities and the grant is formally closed. You must also submit a cnpy of the Cal OES performance reports to your UASI Program Representative monthly or as directed. Failure to submit required reports could result in grant reduction. suspension. or termination. This grant is su~jcct to all provisions of 2 CTR Part 200. Any funds received in excess of current needs. approved amounts. or those found mvcd as a result of a final review or audit, must be refunded to SD OHS within 30 days upon receipt of an invoice from SD O1 IS. Your dated signature is n:quired on this ktter. Please sign and return the original to your UASI Program Representative at IO l 0 2 nd Ave Ste. 1500. San Diego. CA 9210 I vvithin 20 days of receipt and keep a copy for your ti lcs. For further assistance. please feel free to contact your SD OIIS lJASl Program Representative at 619) 533-6760. Program Manager City or San Diego Office of Homeland Security Kevin · awford Date City Manager. City of Carlsbad Jan. 23, 2018 Item #5 Page 7 of 8