City of Watsonville Watsonville Fire M E M O R A N D U M. AGENDA ITEM: January 27, 2015 City Council

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1 City Council 4.3a City of Watsonville Watsonville Fire M E M O R A N D U M DATE: January 21, 2015 TO: FROM: SUBJECT: Marcela Tavantzis, Interim City Manager Pablo Barreto, Fire Chief Rosa Meyer, Administrative Analyst State Homeland Security Grant Funds AGENDA ITEM: January 27, 2015 City Council RECOMMENDATION: That the City Council accept the 2013 State Homeland Security Grant Program (SHSGP) allocation of $10,975 and the 2014 SHSGP allocation of $8, to the Watsonville Fire Department (WFD) and appropriate the funds for the purchase of Self-Contained Breathing Apparatus (SCBA). DISCUSSION: The very nature of a firefighter s job exposes them to various hazards; chemicals, fires, and gases from burning material. SCBA s are meant to protect the firefighters face and lungs minimizing their exposure to dangerous chemicals. The WFD s mission is to safeguard our community through the protection of life and property. To accomplish this goal, the firefighters should have SCBA s that will protect them from the hazards they are exposed to. The funds from the grant will be used to purchase SCBA s specially designed for firefighting. SHSGP funds must be expended for specific projects rather than generally allocated to jurisdictions and/or emergency response disciplines. Each California County Operational Area Coordinator is responsible for administering the Homeland Security grants. In Santa Cruz County that is the County Office of Emergency Services Manager. STRATEGIC PLAN: One of the City Council s goals is public safety. The Fire Department s request meets local public safety goals, the State Homeland Security Grant Program, and the federal mandate requirement. Page 1 of 2 Rosa Meyer 1/21/2015 8:01:46 AM S:\Staff Reports\SCBA Grant\Homeland Security Grant docx

2 FINANCIAL IMPACT: No impacts to the City s general fund are anticipated to complete this project. ALTERNATIVES: Do not accept the 2013 and ATAA 2014 State Homeland Security Grant awards. ATTACHMENTS: 1. ATAA grant funding allocation spreadsheet State Homeland Security Grant award letter. cc: City Attorney Writer s name 1/21/2015 8:01:46 AM S:\Staff Reports\SCBA Grant\Homeland Security Grant docx Page 2 of 2

3 COUNTY OF SANTA CRUZ OFFICE OF EMERGENCY SERVICES 495 UPPERPARKROAD, SANTA CRUZ, CA 95065'2121 (831) FAX: (831) PAULHORVAT, OES Chief Mark Bisbee Watsonville Fire Department 115 Second Street Watsonville, CA /14/14 Dear Chief Bisbee, I'm pleased to inform you that on May 6, 2014, the Board of Supervisors accepted the 2013 State Homeland Security Grant that allocates a total of $10,975 to Watsonville Fire Department for SCBA Purchase. With this approval, you can proceed with the approved project in accordance with your City's financial procedures. As with previous grants, this grant is funded on a reimbursement basis. Because of the project-based allocation method that separates the funding sources for each project, it will be necessary to keep your records so that charges can be tracked. When requesting reimbursement, please separate your claim by project number and funding source within each project. The attached instruction sheet will also provide additional information necessary for us to process your reimbursement expeditiously. The State is instituting tighter monitoring and auditing requirements and will be reviewing files to assure that all requirements have been met. Because of this we are requiring that requests tor reimbursement and supporting documentation be submitted to our office in PDF form in addition to hard copv. Submit your reimbursement requests along with documentation of your expenses to Carol Johnson at 701 Ocean Street, Room 330 Santa Cruz, CA 96060, who will submit reimbursement requests to the State. As soon as cash is received from the State, the County will process the payment to the Watsonville Fire Department. As you know, our experience with State reimbursements is that it can take as long as three or four months before cash is actually received. Thanks for all your help in bringing this project together. As always, if there's any way in which I can assist your office in meeting the grant requirements, please let me know. Sincerely, Emergency Services Manager Attachment: Board of Supervisors Agenda Item Letter # 23 09/20/13 Cal OBS Letter-Approval ofgrant# Cal OBS ID#

4 County of Santa Cruz 0091 GENERAL SERVICES DEPARTMENT 701 OCEAN STREET, SUITE 330, SANTA CRUZ, CA (83') FAX:(831) Too:(831) NANCY GORDON DIRECTOR April 16, 2014 Board of Supervisors County of Santa Cruz 701 Ocean Street Santa Cruz, CA APPROVED Al\'D FILED BOARD OF SUP,ERVISO.RS mavr lt I Z,0/0} DATE: COl:\TY 01' SA'iTA CRUZ St:SA'i A. MAURIELLO EX-Ol'fl-FTHE BOARD BY DEPUTY Agenda: May 6, 2014 Appropriation of 2013 Homeland Security Grant Program Funds Members of the Board: On August 6, 2013, your Board authorized the General Services Department (GSD) Director to submit an application for the federal 2013 State Homeland Security Grant Program (SHSGP) funds allocation of $297,596 on behalf of the Santa Cruz County Operational Area for domestic preparedness planning, the acquisition of Fire and Law Enforcement interoperable communications training and rescue equipment, and Health Services Agency (HSA) Public Information Coordination. The County Operational Area consists of the County and all of the political subdivisions and special districts within its boundaries. GSD is pleased to inform your Board that the County's grant application has been approved in the amount of $297,596. The award letter is attached (Attachment 1). Based on the application review performed by the California Governor's Office of Emergency Services (CalOES), the projects need.to meet performance milestones, which include expending 50% of the grant allocation, or $148,798, by August 31, At this time, it is necessary to adopt a resolution accepting and appropriating the grant funds into the 2013 Anti-Terrorism budget (Attachment 2). In accordance with accounting guidelines, it is also necessary to adopt a resolution accepting and appropriating the amounts allocated to HSA ($49,475), the Sheriffs Office ($90,000), and County Fire ($24,800) indices (Attachment 3) and to approve purchase of the attached list of fixed assets (Attachment 4) allocated to County departments. - As in previous years, GSD staff will handle grant and anti-terrorism fund administration. 23

5 Agenda: May 6, 2014 Appropriation of 2013 Homeland Security Grant Program Funds 0092 It is, therefore, RECOMMENDED that your Board: 1. Authorize the General Services Director to implement the grant on behalf of the County of Santa Cruz Operational Area and take related actions; 2. Adopt the attached.resolution Accepting and Appropriating $297,596 from the 2013 Homeland Security Grant Program; 3. Adopt the attached Resolution accepting and appropriating $49,475 into the Health Services Agency Index , $90,000 into Sheriff Index , and $24,800 in County Fire Fund Index ; 4. Authorize the General Services Director to reimburse the non-county agencies for their expenditures upon receipt of cash from the State; and 5. Approve purchase of the attached list of fixed assets allocated to the County, Sincerely, 171t1ft!ft ~~J- Nancy ~ rdon }jfi General Services Dirlcf or U RECOMMENDED: k --1 SUSAN A. MAURIELLO County Administrative Officer NG/CAJ Attachments: 1. Notification of Sub-grantee Application Approval 2. Resolution Accepting and Appropriating 2013 State Homeland Security Grant Program revenue 3. Resolution Accepting and Appropriating Revenue into various County funds 4. County Department Fixed Assets 2013 State Homeland Security Grant Program - --cc~---anti-terrorism Approval Authority (ATM) Auditor-Controller General Services Department Health Services Agency Sheriff's Office Page 2 of 2

6 .. EDMUND G. BROWN JR. GOVERNOR CalOES BOV~RNOR'$ OFFICE. Of ENERGENCY SERVICES MARKS. GHILARDUCCI DIRECTOR September 20, 2013 Paul Horvat, Manager.Santa Cruz County Office of Emergency Services 701 Ocean Street, Room 330 Santa Cruz, CA SUBJECT: NOTIFICATION OF SUBGRANTEE AWARD APPROVAL FY 2013 Homeland Security Grant Program (HSGP) Grant# Cal OES ID# Subgrantee Performance Period: August 29, 2013 to May 31, 2015 Dear Mr. Horvat: The California Governor's Office of Emergency Services (Cal OES) has approved your FY13 Homeland Security Grant Program (HSGP) award in the amount of $297,596. Once your completed application is received and approved, you may request reimbursement of eligible grant expenditures using the Cal OES Financial Management Forms Workbook available at l.~y~v.caloes. cj!...gov. During the review process, a Cal OES representative examined and evaluated your FY13 HSGP grant application. As a result of this review, some of your funded projects may have been assigned performance milestones shorter than the subgrantee performance period, based in part on information provided in your application and submitted workbook. Performance milestones will be used by Cal OES to both determine the appropriate date to.disencumber funds awarded under this grant and re-direct them to other needs across the State and as indicators of performance and grant management capacity in future competitive grant applications... Activities: Amount Completion Date All Projects $148,798 8/31/14 Additionally, Aviation/Watercraft requests, Establish/Enhance Emergency Operations Center (EOC) projects, projects requiring EHP review and sole source procurement requests will require additionalapproyals.from Cal OES.-Subgrantees-must obtain-written approval for-these activities prior to incurring any costs, in order to be reimbursed for any related costs under this grant. Subgrantees are required to obtain a performance bond for any equipment item over $250,000, or any vehicle, aviation, or watercraft (regardless of the cost) financed with homeland security dollars, Please submit performance bonds to your Program Representative SCHRJEVERAVENUE, MATHER, CA GRANTS MANAGEMENT (916) TELEPHONE, (916) FAX

7 Mr. Paul Horvat September 20, 2013 Page2 Following acceptance of this award, you must enter your grant information into the U.S. Office of Grants and Training, Grant Reporting Tool (GRT), for the December 2013 Biannual Strategy Implementation Report (BSIR) period. The ORT can be accessed online at lillp-s:// Semi-annual performance reports must be prepared and submitted to Cal OES via the ORT for the duration of the grant period or until all activities are completed and the grant is formally closed. Failure to submit performance reports could result in grant reduction, suspension, or termination. This grant is subject to all policies and provisions of the Federal Single Audit Act of 1984 and the Single Audit Act Amendments of Any funds received in excess of current needs, approved amounts, or those found owed as a result of a final review or audit, must be refunded to the State within 30 days upon receipt of an invoice from Cal OES. Your dated signature is required on this letter. Please sign and return the original to your Cal OES Program Representative within ten days of receipt, and keep a copy for your files. For further assistance, please feel free to contact your Cal OES Program Representative or the Homeland Security Grants Unit (HSGU) at (916) Sincerely, MARKS. GHILARDUCCI Director /0-6--r 2 Date

8 Anti Terrorism Approval Authority 2014 Homeland Security Grant Funding Allocations TOTAL Grant Allocation 226,136 ISDCOMM County SOIOESIEMS Admin. Allowance (5.0%) 17,421 Santa Cruz Watsonville --~ Scotts Valley Available for projects 208,715 Capitola Fire Adm in Total TOTAL BY AGENCY 122, ,212 29,561 26,333 5,969 5, ,525 17,421 - ~-34ff436 Law Enforcement 25% 52,179 Allocated by population 50.63% County 21.79% Santa Cruz % Watsonville 4.40% Scotts Valley 3. 77% Capitola 26,418 11,370 10, 128 2,296 1,967 Fire Agencies 17.5o/o 36,525 County EMS 17.5% 36;525 Discretionary 40% County Santa Cruz Watsonville Scotts Valley Capitola 83,486 42,269 18, ,205 3,673 3,147 CJD l /) Watsonville Fire Chief Bisbee and Police Chief Solano c/c: Rosa clc Lola 1;o \:-,-re_ lt%,lo'.:l. '50 1 of 1

9 DHS Authorized Equipment List The Authorized Equipment List (AEL) provides information on allo,vable equipment expenditures for the follo\ving grant programs (data applies to FY2005 and later unless noted): Buffer Zone Protection Prograrn (BZPP) Citizen Corps Progratn (CCP) Drivers License Security Grant Progra1n (DLSGP) E1ncrgency Management Performance Grants (EMPG) E1nergency Operations Center Grant Program (EOC) Freight Rail Security Grant Program (FRSGP) Homeland Security Grant Program (HSGP) Intercity Bus Security Grant Program (IBSGP) Intercity Passenger Rail (Amtrak) Interoperable Emergency Com1nunications Grant Progran1 (IECGP) Law Enforcetnent Terrorism Prevention Activity (LETPA-SHSP) Law Enforcement Terroris1n Prevention Activity (LETPA-UASI) Metropolitan Medical Response System Program (MMRS) National Special Security Event Grant Program (NSSE) Nonprofit Security Grant Program (NSGP) Operation Stonegarden Grant Program (OPSG) Port Security Grant Program (PSGP) Public Safety Interoperable Communications Grant Program (PSIC) Regional Catastrophic Preparedness Grant Program (RCPGP) State Homeland Security Progra1n (SHSP) Transit Security Grant Program (TSGP) Tribal Homeland Security Grant Program (THSGP) Urban Areas Security Initiative Program (UASI) Each item in the AEL is marked for applicability to appropriate grant programs. The numbering scheme for individual items has been changed to provide direct cross referencing with the InterAgency Board's Standardized Equipment List. Complete interactive versions of both the AEL and SEL are available on-line in the Responder Kno,vledge Base (RKB) at 'vww.rkb.us. Hard copies of the SEL 1nay be requested at 'vww.iab.gov. PDF and Excel versions of the AEL are available for downloading frotn the AEL page on the RKB. The official version of the AEL is available in PDF format on the G&T 'vebsite at As in previous years, the AEL is presented in 21 sections, as follows: I. Personal Protective Equip1nent 2. Explosive Device Mitigation and Remediation Equipment 3. CBRNE Operational and Search and Rescue Equip1nent 4. Information Technology 5. Cyber Security Enhancement Equipment 6. Interoperable Communications Equipment 7. Detection 8. Decontamination 9. Medical 10. Power- 11. CBRNE Reference Materials 12. CBRNE Incident Response Vehicles 13. Terroris1n Incident Prevention Equipn1ent 14. Physical Security Enhancement Equipment 15. Inspection and Screening Systen1s 16. Anilnal and Plants 17. CBRNE Prevention and RespOnse Watercraft 18. CBRNE Aviation Equiptnent 19. CBRNE Logistical Support Equipment 20. Intervention Equiptncnt 21. Other Authorized Equipment