MEETING DATE: August 16, 2017

PREPARED BY: Ashlee Stratakis, Management Analyst

DEPT. DIRECTOR: Michael Stein, Fire Chief

DEPARTMENT: Fire & Marine Safety Services

CITY MANAGER: Karen P. Brust

SUBJECT:

2016 State Homeland Security Grant in the amount of $39,644 for the purchase of 800 MHz replacement radios and dry suits for the Fire and Marine Safety swift water team.

RECOMMENDED ACTION:

The City Council to take the following actions:

1. Accept $39,644 in federal funds from a 2016 State Homeland Security Program(SHSP) grant awarded to the City of Encinitas for the purchase of 800 MHzradios and swift water dry suits; and

2. Authorize the Fire Chief, or his designee, to sign and submit the requiredCalifornia Governor's Office of Emergency Services Fiscal Year (FY) 2016 GrantAssurances (Attachment 1).

STRATEGIC PLAN:

This item is applicable to the Public Safety focus area of the strategic plan, considering that the recommended actions will fund the purchase of 800 MHz radios and dry suits, enhancing the department’s capacity for an effective emergency response via communications and the prompt deployment of a fully functional swift water team.

The Organizational Effectiveness and Efficiency focus area also applies to this item. Staff has identified grant funds that provide for the partial fulfillment of these projects in a cost effective manner. Using these grant funds to replace several 800 MHz radios reduces costs in the department’s budget related to the imminent overhaul of the Regional Communication System (RCS).

FISCAL CONSIDERATIONS:

There is no fiscal impact associated with this action. The appropriation to spend these funds is included in the adopted six-year Capital Improvement Program budget for the current fiscal year. However, the City is not required to provide a matching or cost share for grants under SHSP, nor is it required to fund the replacement of grant funded equipment in the future (at the end of its useful life). Staff does not anticipate incurring any significant costs for maintaining the equipment during its lifespan.

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BACKGROUND:

Activities implemented under the SHSP must support terrorism preparedness by building or enhancing capabilities that relate to the prevention of, protection from, response to and recovery from terrorism in order to be considered eligible. Many capabilities which support terrorism preparedness simultaneously support preparedness for other hazards and catastrophic incidents. The activities must also align with the national, state, and urban area strategic objectives.

Under the direction of the County of San Diego, the entire public safety communications infrastructure is being replaced in 2019 to improve regional capabilities. After 2020, all of the City’s radio equipment will be out of compliance. The current system, RCS, will be replaced with the Next Generation Regional Communication System (NextGen RCS). Additionally, the sole vendor, Motorola, will not be able to provide replacement parts for the existing radios. The short term solution involves a system upgrade for radios that will not be replaced immediately, which costs significantly less than purchasing new radios (approximately $5,500 less).

Due to the significant financial undertaking the replacement requires, staff will use SHSP funds to purchase some radios over the next few years. The estimated cost to replace all City and San Dieguito Water District radios and peripheral equipment is approximately $630,000. $35,000 of the 2016 SHSP award will be allocated toward replacing radios in the Fire & Marine Safety and Public Works departments, which falls under Capital Improvement Program (CIP) Project XWC18K. Approximately $35,000 of future SHSP awards will also be allocated toward replacing radios in the Fire & Marine Safety and Public Works departments for the next four years under CIP Project XWC18K.

In addition to radios, the SHSP grant will also be used to purchase dry suits for the City’s swift water team. The swift water team currently has five members, with several more to join once they complete training. The suits will increase resource depth, allowing for regional response to a variety of water-related incidents including rescue, recovery, detection, abatement, and reconnaissance. Fire and Marine Safety personnel provide essential services in regional water-related emergencies, especially those located in North County San Diego, referred to as the "North Zone" by local first responders. This personal protective equipment (PPE) requested will support mass search and rescue operations at the regional level. The total cost is estimated at $7,000.

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ANALYSIS:

The City is directly receiving a total of $39,644 awarded through the County of San Diego under the SHSP for Federal Fiscal Year 2016 (Attachment 2). The funding allocated to the City will enhance its preparedness, prevention and response capabilities. SHSP grant funds can only be expended on equipment authorized for purchase by the Department of Homeland Security. The City will apply the funds from the 2016 program to the cost of the radios, which will provide improved communication and greater interoperability on incidents that require communication and coordination with multiple agencies and disciplines (i.e., Fire, Law Enforcement, Public Works, Emergency Management). The funds will also go toward swift water dry suits, which the department is due to replace, as the suits are at least ten years old and frequently need repairs after use.

These are reimbursement grants and require the City to expend funds prior to requesting reimbursement. The City presently has the upfront funds for expenditures related to the project. Under SHSP, expenditures must be made by the grant recipient and the reimbursement requested from the County of San Diego Office of Emergency Services. Presently, the deadline to expend funds and request reimbursement is July 31, 2018.

The State of California administers the grant and requires all grant recipients to adhere to the FY 2016 Grant Assurances which outlines policies and regulations pertaining to the use of federal grant funds (Attachment 1).

ENVIRONMENTAL CONSIDERATIONS:

The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” under Section 15378(b)(5) of CEQA Guidelines. The action involves an organizational or administrative activity of government that will not result in the direct or indirect physical change in the environment.

This item is not related to the Climate Action Plan.

ATTACHMENTS:

1. California Governor’s Office of Emergency Services Standard Grant Assurances2. FY 2016 San Diego County Office of Emergency Services Award Letter to

Jurisdictions, dated April 27, 2017

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Attachment 1

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County of San Diego Office of Emergency Serutces5580 Overland Ave., Suite 100

San Diego, CA92123 -1251

Phone: (858) 565-3490 Fax: (858) 565-3499

Em ail : oes@ sdcou ntv.ca.qov

April27,2017

SUBJECT: NOTIFICATION OF PROJECT AWARDFiscal Year (FY) 2016 State Homeland Security Program (SHSP)

Grant#2016-00102, Cal OES ID# 073-00000, CFDA # 97.067 HSGPJURISDICTIONAL PERFORMANCE PERIOD: April27,2017' to June 30' 2018

Dear Homeland Security Grant Partners,

This letter is to notifu you the County of San Diego, Office of Emergency Services (OES) has received approval from the

California Governor's Office of Emergency Services (Cal OES) for the Fiscal Year 2076 State Homeland SecurþProgram (SHSP).

The final date to expend FY16 SHSP grant funds is May 31,2018. Jurisdictions must have all reimbursementrequests to OES by June 30,2018. OES will be monitoring expenditures closely and reallocating funds that cannot be

spent by this deadline. Please submit your claims in a timely manner in order for the funds to be expended within the

required performance period of the grant.

This grant is subject to all provisions of 2CFR Part 200, Subpart F - Audit Requirements.

At this time projects that have any associated holds, which include EHP, EOC, aviation, watercraft, or requests that need

Cal OES sole source pre-approval may not be purchased; please refer to paragraph three of Cal OES' "Notification ofSubrecipient Award Approval" for information on purchases requiring further approval from Cal OES. Funds awarded

under this allocation will be subject to the requirements in the Department of Homeland Security Fiscal Year 2016Homeland Security Grant Program ([ISGP) Notice of Funding Opportunity and the California Supplement to the Federal

Notice of Funding Opportunity.

The Ofhce of Emergency Services is available to provide technical assistance throughout the entire grant process. Forassistance, please contact OES Finance Unit:

o Christina Davis, at (858) 715-2344 oro Raluca Pimentq at (858) 715-2214 or

Thank you for your efforts to improve the safety and security of our region. We look forward to working with you and

appreciate your cooperation and support.

Holly Crawford, DirectorSan Diego County Office of Emergency Services

Unified San D

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Attachment 2

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