CITY COUNCIL: Resolution Authorizing Acceptance of FEMA Grant for Two Mobile Data Computers for City Fire Trucks

Meeting Date: January 5, 2010
Prepared by: George Rawson, Public Safety Director

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the acceptance of a $16,000 Federal Emergency Management Agency (FEMA) grant to acquire two mobile data computers for City fire trucks and approval of a required grant match of $5,000 in City funds.

Description: On behalf of all fire Monterey County fire agencies, the City of Monterey applied for federal grant funds to purchase mobile data computers (MDCs) for fire trucks.

The grant application was approved and the participating fire agencies, including Carmel-by-the-Sea, are now eligible to receive grant funds to buy mobile data computers for both of the City’s fire trucks. Grant participation grant requires a $5,000 local agency match.

Funds to cover this expense are available in the Public Safety Augmentation (Proposition 172) Account.

Overall Cost:
City Funds: $ 5,000 (grant match)
Grant Funds: $ 16,000
Total Project cost: $ 21,000

Staff Recommendation: Approve the Resolution.

Important Considerations: The requested action is consistent with the City’s emergency preparedness plan, particularly with respect to federal emergency management guidelines defined in the National Incident Management System (NIMS). The MDCs will be a standard communication device used by other fire departments throughout Monterey County to coordinate and deploy resources.

Decision Record: None

Reviewed by:

______________________________ _________________
Rich Guillen, City Administrator Date

CITY OF CARMEL –BY-THE-SEA
FIRE DEPARTMENT
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: RICH GUILLEN, CITY ADMINISTRATOR
FROM: GEORGE RAWSON, PUBLIC SAFETY DIRECTOR
DATE: DECEMBER 17, 2009
SUBJECT: CONSIDERATION OF A RESOLUTION AUTHORIZING THE ACCEPTANCE OF A $16,000 FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) GRANT TO ACQUIRE TWO MOBILE DATA COMPUTERS FOR CITY FIRE TRUCKS AND APPROVAL OF A REQUIRED GRANT MATCH OF $5,000 IN CITY FUNDS.

RECOMMENDED MOTION:
Adopt Resolution.

BACKGROUND:
In August 2009, the City of Monterey received a $1,167,399 grant from U.S. Department of Homeland Security, Federal Emergency Management Agency (FEMA) regional Assistance to Firefighters, to provide mobile data communications infrastructure equipment for the Monterey County-wide Mobile Data Communications System and enduser mobile data equipment for all Monterey County fire agencies. The grant provides $933,920 federal funding (80%) with a required local match of $233,479 (20%). The grant is meant to provide mobile data communication capability for the fire agencies, similar to the capability used by the law enforcement agencies including a real-time link to the county-wide CAD system, Geographic Information System (GIS)-based navigational mapping, Automated Vehicle Location (AVL) capability, among other emergency communications enhancements.

This grant provides a unique opportunity for County fire agencies to take advantage of the enhanced capabilities available through mobile data communications systems. This technology has been successfully employed by fire agencies throughout the United States.

STAFF REVIEW:
Staff recommends that the City participate this FEMA–AFG grant so the Fire Department can join the Monterey County-wide mobile data communication system (MDCS). This system consists of an 800 MHz radio system with six mountain-top radio repeater sites, portable laptop computers, radios, modem communications equipment, and software connectivity to the Monterey County Computer Aided Dispatch (CAD) system and individual agency Record Management Systems (RMS). The MDCS system is now used by most Monterey County law enforcement agencies.

The total start-up cost of the MDC project is estimated to be $21,000. This cost will be covered by Carmel’s pro-rated share of the grant award in the amount of $16,000. The remaining $5,000 is a local match requirement, and local funds are available as described under “Fiscal Impact.”

FISCAL IMPACT:
Total grant award to Carmel……. $ 16,000
Local match (one time cost)......... $ 5,000*
Monthly recurring cost…………. $ 250**
* The City will pay a one-time local match of $5,000 to buy and install two Mobile Data Computers (MDCs), one for each city fire truck. The local match is a condition of the grant award and includes a pro-rata share of the grant administration costs. Funds to accommodate the $5,000 local match requirement are available in the Public Safety Augmentation Account 32-72037.
** There also is an estimated ongoing cost of $250 per month to connect the two MDCs to the County-wide computer aided dispatch (CAD) system. The monthly recurring costs will be covered by existing funds appropriated in the FY 2009/10 Fire Department budget.

SUMMARY:
Approving the attached Resolution supports the city’s Emergency Operations Plan commitment to comply with National Incident Management System strategies as they relate to regional interoperability and coordination of communications.

CITY COUNCIL
CITY OF CARMEL-BY-THE-SEA
RESOLUTION 2010-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE ACCEPTANCE OF A $16,000 FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) GRANT TO ACQUIRE TWO MOBILE DATA COMPUTERS FOR CITY FIRE TRUCKS AND APPROVAL OF A REQUIRED GRANT MATCH OF $5,000 IN CITY FUNDS.

WHEREAS, the City of Monterey received a $1,167,399 U.S. Department of
Homeland Security, Federal Emergency Management Agency Regional Assistance to Firefighters Grant to provide mobile data communications equipment for Monterey County fire agencies; and

WHEREAS, the City of Carmel-by-the-Sea desires to take advantage of the enhanced communications capabilities provided by a County-wide mobile data communications system for its Fire Department; and

WHEREAS, the City of Carmel-by-the-Sea is eligible to receive grant funds to procure and operate two mobile data computers, one each to be installed on Carmel fire trucks.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA DOES:

1. Authorize the City Administrator to execute an Agreement with the City of Monterey to participate in a federal regional grant to provide grant funds for mobile date communications equipment to Monterey County fire agencies.

2. Authorize a transfer of $5,000 from the Public Safety Augmentation Funds (Proposition 172) to Account 32-72037 for payment of grant costs relating to the agency match requirement.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA on this 5th day of January 2010 by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED:


________________________
SUE McCLOUD, MAYOR

ATTEST:


____________________________
Heidi Burch, City Clerk