City of Palo Alto

(ID # 3088)

City Council Staff Report Report Type: Consent Calendar

Meeting Date: 11/13/2012

Summary Title: Assist to Firefighters Grant (Radios) Title: Approval of Assistance to Firefighters Grant to Purchase Multi-Band Portable Radios, With Matching City Funds of 20 Percent for an amount Not to Exceed of $46,000 From: City Manager Lead Department: Police RECOMMENDATION Staff recommends that the Council approve the attached grant agreement to provide for the purchase of portable radios with a matched contribution by the City up to $46,000. SUMMARY The Public Safety Department, in collaboration with the City of Sunnyvale and Santa Clara County, has been awarded a grant that will cover the majority of the costs for portable radios for Fire Department staff. The Assistance to Firefighters Grant (AFG) award will cover 80 percent of the purchase price, requiring a 20 percent match estimated at $46,000. Funding to cover this match will be provided from the City’s Radio Infrastructure CIP fund. DISCUSSION In the State of California and most of the United States, Fire agencies operate radios in the very high frequency (VHF) range between 30 and 300 MHz. Palo Alto operates at 153 MHz. As the initial phase of a planned countywide radio system, Santa Clara Police and Fire and Sunnyvale Department of Public Safety (DPS) will migrate to a new 700 MHz radio system. Existing and new frequency bands are not compatible for radio communication. This hinders communication at major incidents and delays response and coordination at events requiring multi-agency and cross-discipline responses. Effective communication between responding Fire personnel from different agencies is critical for coordination and firefighter safety. In 2002, Santa Clara County built a multi-spectrum gateway that provides limited interoperability but the channel capacity is limited and it is not suitable for day-to-day operations.

City of Palo Alto

Page 1

The Palo Alto Fire Department, in conjunction with Sunnyvale DPS, Milpitas Fire, and Santa Clara County Fire applied for a 2011 Assistance to Firefighters Grant to purchase dual-band portable radios to equip on-duty firefighters and command staff. These portable radios will cover the existing VHF frequencies and the new 700/800 frequencies and are capable of communication on both. This capability will allow fire personnel to communicate with any Police and Fire agency in the region. The portable radios will enhance on-scene coordination and situational awareness for local incidents, as well as the ability to communicate when deployed on mutual aid to major incidents throughout the state. Santa Clara County, through the Silicon Valley Regional Interoperability Authority (SVRIA), is in the first phase of building a countywide 700 MHz radio system. The timeline for the build-out is dependent on funding, and there is certain to be a minimum of three years before the system is completed, even under optimum circumstances. During that time, public safety agencies will be operating on three different frequency bands. After the system is completed, there is a high likelihood that most fire agencies will remain on VHF. The multi-band radios provide interoperability both during and after the construction phase of the 700 MHz system. RESOURCE IMPACT The AFG Award in the amount of $1,386,000 requires the participating agencies provide a twenty (20) percent match for the radio purchase. Palo Alto is allocated 35 radios and accessories at a cost of $220,441.04 ($6,298 per radio). The cost includes 5 years of maintenance. Santa Clara County, through SVRIA, negotiated very favorable pricing on these radios and the cost with accessories represents a forty (40) percent discount from Motorola’s retail pricing. Palo Alto’s match amount will be approximately $44,000. Building in a small contingency for programming, the total cost for Palo Alto will not exceed $46,000. Funding from the Radio Infrastructure CIP (TE-05000) will be used to cover the match required. As of November 2, 2012 there is sufficient funding to cover these costs, as the fund has an available balance of $1,824,841. The County of Santa Clara will purchase the radios for the region and receive reimbursement from Sunnyvale, the lead agency on the AFG grant. Sunnyvale will bill Palo Alto for the twenty (20) percent match. POLICY IMPLICATIONS Expenditure of funds is consistent with City policy.

City of Palo Alto

Page 2

ENVIRONMENTAL REVIEW Review under the California Environmental Quality Act is not required to purchase radios. The equipment being supplied is in conformance with all applicable emissions laws and regulations. Attachments: 

Attachment A - 2011 AFG Application



Attachment B - 2011 AFG Award



Attachment C - Palo Alto AFG Radios 110712

City of Palo Alto

(PDF)

(PDF) (PDF)

Page 3

ATTACHMENT A

Panel Review

Page 2 of 6

ATTACHMENT B U.S. Department of Homeland Security Washington, D.C. 20472

Ms. Ann Durkes City of Sunnyvale P.O. Box 3707 Sunnyvale, California 94088-3707 Re: Grant No.EMW-2011-FR-00566 Dear Ms. Durkes: On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2011 Assistance to Firefighters Grant has been approved. FEMA’s Grant Programs Directorate (GPD), in consultation with the U.S. Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to $1,732,500.00. The Federal share is 80 percent or $1,386,000.00 of the approved amount and your share of the costs is 20 percent or $346,500.00. As part of your award package, you will find Grant Agreement Articles. Please make sure you read and understand the Articles as they outline the terms and conditions of your grant award. Maintain a copy of these documents for your official file. You establish acceptance of the grant and Grant Agreement Articles when you formally receive the award through the AFG online system. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval from FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If you have any questions or concerns regarding the awards process or how to request your grant funds, please call the helpdesk at 1-866-274-0960.

Elizabeth M. Harman Assistant Administrator Grant Programs Directorate

https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_pack... 2/13/2012

Panel Review

Page 3 of 6

Agreement Articles

U.S. Department of Homeland Security Washington, D.C. 20472

AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: City of Sunnyvale PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW-2011-FR-00566 AMENDMENT NUMBER: TABLE OF CONTENTS Article I

Project Description

Article II

Grantee Concurrence

Article III

Period of Performance

Article IV

Amount Awarded

Article V

Financial Guidelines

Article VI

Prohibition on Using Federal Funds

Article VII

GPD Allocations

Article VIII

Financial Reporting

Article IX

FEMA Officials

Article I - Project Description The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and firefighting personnel against fire and fire-related hazards. After careful consideration, FEMA has determined that the grantee's project submitted as part of the grantee's application, and detailed in the project narrative as well as the request details section of the application - including budget information - is consistent with the program's purpose and worthy of award. Therefore, the grantee shall perform the work described in the approved grant application as itemized in the request details section of the application and further described in the grant application's narrative. These sections of the application are made a part of these grant agreement articles by reference. The grantee may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application without prior written approval from FEMA. Article II - Grantee Concurrence By providing the Primary Contact’s electronic signature and indicating acceptance of the award, the grantee accepts and agrees to abide by the terms and conditions of the grant as set forth in this document and the documents identified below. Grantees agree that they will use the funds provided through the Fiscal Year 2011 Assistance to Firefighters

https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_pack... 2/13/2012

Panel Review

Page 4 of 6

Grant Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2011 Assistance to Firefighters Grant program guidance. All documents submitted as part of the application are made a part of this agreement by reference. Article III - Period of Performance The period of performance shall be from 03-FEB-12 to 02-FEB-13. Article IV - Amount Awarded The amount of the award is detailed on the Obligating Document for the Award attached to these articles. Following are the budgeted estimates for each object class of this grant (including Federal share plus grantee match): Personnel $0.00 Fringe Benefits $0.00 Travel $0.00 Equipment $1,589,500.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $1,732,500.00

NEGOTIATION COMMENTS IF APPLICABLE Any questions pertaining to your award package, please contact your GPD Grants Management Specialist: Earl Davis [email protected] Article V - Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to FEMA grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (OMB Circular A-110) B. Cost Principles 1. 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) 3. 2 CFR Part 230, Cost Principles for Nonprofit Organizations (OMB Circular A-122)

https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_pack... 2/13/2012

Panel Review

Page 5 of 6

4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations C. Audit Requirements 1. OMB Circular A-133, Audits of States, Local Governments, and Nonprofit Organizations Article VI - Prohibition on Using Federal Funds Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. Article VII - GPD Allocations The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2011 Assistance to Firefighters Grant Program guidance and application kit. Article VIII - Financial Reporting Recipients of any Assistance to Firefighters Grants will be required to submit a semi-annual Federal Financial Report (FFR) via the automated system on the Standard Form 425. The FFR is intended to provide Federal agencies and grant recipients with a standard format and consistent reporting requirements throughout the government. The FFR, to be submitted using the online e-grant system, will be due semi-annually based on the calendar year beginning with the period after the award is made. Grant recipients will be required to submit a FFR throughout the entire period of performance of the grant. The reporting periods for the FFR are January 1 through June 30 (Report due by July 31), and July 1 through December 31 (Report due by January 30). At the end of the grant’s period of performance, all grantees are required to produce a final report on how the grant funding was used and the benefits realized from the award. Grantees must submit a final financial report and a final performance report within 90 days after the end of the period of performance. Article IX - FEMA Officials Program Officer: Catherine Patterson is the Program Officer for the Assistance to Firefighters Grant Program. The Program Officer is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. Grants Assistance Officer: Jane Early is the Assistance Officer for this grant program. The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. Grants Management Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions regarding your grant please call ASKGMD at 866-927-5646 to be directed to a specialist.

https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_pack... 2/13/2012

Panel Review

Page 6 of 6

FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 1a. AGREEMENT NO. EMW-2011-FR-00566

2. AMENDMENT NO. 3. RECIPIENT NO. 0 94-6000438

6. RECIPIENT NAME AND ADDRESS City of Sunnyvale 700 All America Way Sunnyvale California, 94086-7642

7. ISSUING OFFICE AND ADDRESS Grant Programs Directorate 500 C Street, S.W. Washington DC, 20528-7000 POC: Jane Early

9. NAME OF RECIPIENT PROJECT OFFICER Ann Durkes

PHONE NO. 4087307355

11. EFFECTIVE DATE OF THIS 12. METHOD OF ACTION PAYMENT 03-FEB-12 SF-270

4. TYPE OF ACTION AWARD

5. CONTROL NO. W482946N

8. PAYMENT OFFICE AND ADDRESS FEMA, Financial Services Branch 500 C Street, S.W., Room 723 Washington DC, 20472

10. NAME OF PROJECT COORDINATOR Catherine Patterson 13. ASSISTANCE ARRANGEMENT Cost Sharing

PHONE NO. 1-866-274-0960 14. PERFORMANCE PERIOD From:03-FEB-12To:02-FEB-13 Budget Period From:31-OCT11

To:30-SEP-12

15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME ACRONYM

CFDA NO.

AFG

97.044

ACCOUNTING DATA (ACCS CODE) XXXX-XXX-XXXXXX-XXXXXXXXX-XXXX-X 2012-M1-3007RG-100000004101-D TOTALS

PRIOR TOTAL AWARD

AMOUNT AWARDED THIS ACTION + OR (-)

CURRENT TOTAL AWARD

CUMMULATIVE NONFEDERAL COMMITMENT

$0.00

$1,386,000.00

$1,386,000.00

$346,500.00

$0.00

$1,386,000.00

$1,386,000.00

$346,500.00

b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A 16a. FOR NON-DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) Assistance to Firefighters Grant recipients are not required to sign and return copies of this document. However, recipients should print and keep a copy of this document for their records. 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) N/A

DATE N/A

18. FEMA SIGNATORY OFFICIAL (Name and Title) Jane Early

DATE 06-JAN-12

Go Back

https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_pack... 2/13/2012

City of Palo Alto Subscriber Radios AFG Subscriber Radios APX 7000XE 3.5 Configuration Item Qty Nomenclature

Description

Ext.

$3,400.00 $0.00 $0.00 $500.00

$2,312.00 $0.00 $0.00 $340.00

$80,920.00 $0.00 $0.00 $11,900.00

$80,920.00 $0.00 $0.00 $11,900.00

$1,000.00

$680.00

$23,800.00

$23,800.00

$5,117.00

$515.00 $1,500.00 $300.00 $0.00 $400.00 $200.00 $100.00 $100.00

$350.20 $1,020.00 $204.00 $0.00 $272.00 $136.00 $68.00 $68.00

$12,257.00 $35,700.00 $7,140.00 $0.00 $9,520.00 $4,760.00 $2,380.00 $2,380.00

$12,257.00 $35,700.00 $7,140.00 $0.00 $9,520.00 $4,760.00 $2,380.00 $2,380.00

$25.00 $100.00 $8,140.00

$17.00 $68.00

$595.00 $2,380.00

$119.00

35 35 35 35

H49TGD9PW1 N QA00569 QA00574 QA00577

5

35

QA00579

6 7 8 9 10 11 12 13

35 35 35 35 35 35 35 35

Q806 H38 Q361 QA01749 QA00580 Q947 G996 QA00782

14 15

35 35

QA01427 QA00582

APX7000XE DIGITAL PORTABLE RADIO ADD: 7/800MHZ PRIMARY BAND ADD: VHF SECONDARY BAND ADD: LARGE COLOR DISPLAY AND FULL KEYPAD Model 3.5 ADD: ENABLE DUAL BAND OPERATION, When this option is chosen, an internal dual band antenna will be generated ADD: ASTRO DIGITAL CAI OPERATION ADD: SMARTZONE OPERATION ADD: P25 9600 BAUD TRUNKING ADD: ADVANCED SYSTEM KEY - SOFTWARE KEY ADD: TDMA OPERATION ADD: RADIO PACKET DATA ADD: PROGRAMMING OVER P25 (OTAP) ENH: INTERNAL ACTIVATION AND GPS BASIC FUNCTIONALITY ALT:APX 7000XE HOUSING GREEN ALT: APX7000 LIION 4000MAH IMPRES FM IP67 BAT

16

35

NNTN7033A

BATT IMP FM IP67 LIION 4100M 4300T SPARE BATTERY

$175.00

17

35

WPLN7080

35 35 1 35

NNTN8203A NNTN7624B NNTN7065B NNTN8115A

$335.00 $390.00 $788.00 $65.00

22

1

RVN5224P

$265.00

$180.20

23

1

PMKN4012B

IMPRES SINGLE UNIT BATTERY CHARGER SU APX7000 US/NA/CA/LA IMPRES XE Remote Speaker Microphone, FM, GREEN IMPRES VEHICULAR CHARGER (FULL KIT) IMPRES MULTI UNIT CHARGER APX7000XE CARRYING CASE 2.75 SWIVAL BL 4200MAH CUSTOMER PROGRAMMING SOFTWARE R08.01.00 ASTRO DIG APX POR MOB PROG CABLE

$125.00

18 19 20 21

$75.00

28

8.375% Sales Tax

Equipment Cost

Install Cost

21.5% Incentive (12% Net Install Net Equipment Freight Total Equipment, Complete Package Cost and Install Total Install and Freight Incentive + 9.5% One Time P25 System Subscriber Incentive $0.00 $0.00 $68,842.18 $647.36 $69,489.54 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $10,123.85 $95.20 $10,219.05

$5,319.98 $0.00 $0.00 $782.35

$68,842.18 $0.00 $0.00 $10,123.85

$0.00 $0.00 $0.00 $0.00

$18,683.00

$1,564.70

$20,247.70

$0.00

$0.00

$0.00

$20,247.70

$190.40

$20,438.10

$2,635.26 $7,675.50 $1,535.10 $0.00 $2,046.80 $1,023.40 $511.70 $511.70

$9,621.74 $28,024.50 $5,604.90 $0.00 $7,473.20 $3,736.60 $1,868.30 $1,868.30

$805.82 $2,347.05 $469.41 $0.00 $625.88 $312.94 $156.47 $156.47

$10,427.56 $30,371.55 $6,074.31 $0.00 $8,099.08 $4,049.54 $2,024.77 $2,024.77

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$10,427.56 $30,371.55 $6,074.31 $0.00 $8,099.08 $4,049.54 $2,024.77 $2,024.77

$98.06 $285.60 $57.12 $0.00 $76.16 $38.08 $19.04 $19.04

$10,525.62 $30,657.15 $6,131.43 $0.00 $8,175.24 $4,087.62 $2,043.81 $2,043.81

$595.00 $2,380.00 $193,732.00

$127.93 $511.70 $41,652.39

$467.07 $1,868.30 $152,079.61

$4,345.13

$39.12 $506.19 $156.47 $2,024.77 $12,736.66 $164,816.27

$0.00 $0.00 $0.00

$0.00 $0.00 $0.00

$0.00 $0.00 $0.00

$506.19 $4.76 $2,024.77 $19.04 $164,816.27 $1,549.86

$510.95 $2,043.81 $166,366.13

$4,753.32

$4,165.00

$4,165.00

$895.48

$3,269.52

$93.41

$273.82

$3,543.34

$0.00

$0.00

$0.00

$3,543.34

$33.32

$3,576.66

$102.19

$85.00

$2,975.00

$2,975.00

$639.63

$2,335.37

$66.72

$195.59

$2,530.96

$0.00

$0.00

$0.00

$2,530.96

$23.80

$2,554.76

$72.99

$227.80 $265.20 $535.84 $44.20

$7,973.00 $9,282.00 $535.84 $1,547.00

$7,973.00 $9,282.00 $535.84 $1,547.00

$1,714.20 $1,995.63 $115.21 $332.61

$6,258.80 $7,286.37 $420.63 $1,214.39

$178.82 $208.18 $420.63 $34.70

$524.17 $610.23 $35.23 $101.71

$6,782.97 $7,896.60 $455.86 $1,316.10

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$6,782.97 $7,896.60 $455.86 $1,316.10

$63.78 $74.26 $4.29 $12.38

$6,846.75 $7,970.86 $460.15 $1,328.48

$195.62 $227.74 $460.15 $37.96

$180.20

$180.20

$38.74

$141.46

$141.46

$11.85

$153.31

$0.00

$0.00

$0.00

$153.31

$1.44

$154.75

$154.75 $43.79

$51.00

$51.00

$51.00

$10.97

$40.03

$40.03

$3.35

$43.38

$0.00

$0.00

$0.00

$43.38

$0.41

$43.79

Subtotal

$220,441.04

$26,709.04

$5,742.47

$20,966.57

$1,183.95

$1,755.95

$22,722.52

$0.00

$0.00

$0.00

$22,722.52

$213.68

$22,936.20

Equipment Total Instal, Program, Fleet Map, Temp Dev Equipment and Service Subtotal 12% Complete Package Incentive 9.5% One Time P25 System and Subscriber Incentive 4 Year Service Advantage Plan 8.375% Sales Tax Freight Subscriber Total 4 Year Field Service AFG Total with Field Service

25 26 27

21.5% Incentive (12% Net Unit Cost Complete Package Equipment Incentive + 9.5% One Time P25 System Subscriber Incentive $17,397.80 $63,522.20 $0.00 $0.00 $0.00 $0.00 $2,558.50 $9,341.50

32%

1 2 3 4

24

Equipment

Price

$220,441.04 $220,441.04 $0.00 TBD $220,441.04 -$26,452.92 -$20,941.90 $7,210.00 $14,492.62 $1,763.53 $196,512.37 $12,425.00 $208,937.37

$47,394.86

$173,046.18

$14,492.61 $187,538.79

$0.00

$0.00

$0.00

$187,538.79 $1,763.54

$189,302.33

$7,210.00

$12,425.00 $208,937.33 $0.04

Programming and template development will be quoted upon request. Pricing is based on Stage 1 incentives for an order placed at the time of the Stage 1 order.

VALIDITY:

Prices valid until December 1, 2012

Orders must state: “The equipment and services listed for purchase include all current subscriber and console requirements of the agency to allow participation of the City of Palo Alto on SVRCS for its operational requirements.”