CITY COUNCIL: Resolution Authorizing City Administrator to Enter Agreement with City of Marina to Apply for a Regional Assistance to Firefighters Grant to Fund Upgrade of Existing Communications Equipment & Purchase New Base Station & Pagers as Part of Next Generation Effort

Meeting Date: September 13, 2011
Prepared by: Chief Andrew Miller

City Council
Agenda Item Summary

Name: Consideration of a Resolution authorizing the City Administrator to enter into an agreement with the City of Marina (as lead agency) to apply for a regional Assistance to Firefighters Grant (AFG) to fund the upgrade of existing communications equipment and to purchase a new base station and pagers as part of the Next Generation (NGEN) effort in an amount not to exceed $6,500.

Description: A regional grant application including several jurisdictions, hosted by the City of Marina as lead agency, will be submitted to the Department of Homeland Security (DHS) for an Assistance to Firefighters Grant (AFG) as part of the NGEN system to upgrade existing communications equipment to P25 digital standards and to purchase a new base station and pagers. Participation in this grant will provide an opportunity for the City to replace vital public safety communications equipment at 20% of the actual cost.

Overall Cost: City Funds: $ 6,335 20% match (+ host agency’s cost share to be determined)
Grant Funds: $ 25,340 80% funded by AFG
TOTAL $ 31,675 Estimated Cost/Value

Staff Recommendation: Staff recommends adoption of this Resolution, as this is an opportunity to receive grant funds to improve firefighter safety and offset costs to upgrade necessary equipment.

Important Considerations: To meet future Federal Communication Commission (FCC) P25 digital standards and to function on Monterey County’s planned Next Generation radio system, all existing portable and mobile radios require a software upgrade. The current base station cannot be upgraded and must be replaced to meet these same standards. The pagers carried by Fire Department staff are old and in need of replacement. If the grant is
successful, the City will save 80% (approximately $25,340) on the cost of upgrading existing communications equipment to P25 digital standards and toward the purchase a new base station and pagers.

Decision Record: The current portable and mobile radios were purchased with AFG funds in 2006.

Reviewed by:


________________________________ _______________________
John Goss, Interim City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH THE CITY OF MARINA (AS LEAD AGENCY) TO APPLY FOR A REGIONAL ASSISTANCE TO FIREFIGHTERS GRANT (AFG) TO FUND THE UPGRADE OF EXISTING COMMUNICATIONS EQUIPMENT AND TO PURCHASE A NEW BASE STATION AND PAGERS AS PART OF THE NEXT GENERATION (NGEN) EFFORT IN AN AMOUNT NOT TO EXCEED $6,500

WHEREAS, the City of Carmel-by-the-Sea Fire Department provides emergency
response services and maintains staff and appropriate equipment to do so; and

WHEREAS, it is in the best interest of public safety for the City of Carmel-by-the-Sea to provide the necessary communications equipment for Fire Department personnel that meets current and future Federal Communication Commission (FCC) P25 digital standards and to ensure such equipment appropriately functions on Monterey County’s planned Next Generation radio system; and

WHEREAS, the Fire Department’s existing portable and mobile radios require a software upgrade, the current base station is not upgradeable and will have to be replaced, and the pagers carried by Fire Department staff are old and in need of replacement; and

WHEREAS, the City of Carmel-by-the-Sea is eligible to participate in a regional application to the Department of Homeland Security (DHS) for Assistance to Firefighters Grant (AFG), which would pay for the upgrade of existing communications equipment to P25 digital standards and for the purchase a new base station and pagers; and

WHEREAS, in the event the grant is awarded, the City will receive
communications equipment valued at approximately $31,675 for an estimated matching cost of $6,335 plus host agency’s cost share (to be determined).

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

1. Authorize the City Administrator to enter into an Agreement with City of Marina to submit a regional application for Assistance to Firefighters Grant to pay for the upgrade of existing communications equipment to P25 digital standards and to purchase a new base station and pagers.

2. The City’s match will be funded from Fire Account #01-72600.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA on this 13th day of September 2011 by the following roll call vote:

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

SIGNED:

________________________
SUE McCLOUD, MAYOR

ATTEST:

____________________________
Heidi Burch, City Clerk