HomeMy WebLinkAboutID-3088-FD
City of Palo Alto (ID # 3088)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/13/2012
City of Palo Alto Page 1
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 2
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 3
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 (PDF)
Attachment B - 2011 AFG Award (PDF)
Attachment C - Palo Alto AFG Radios 110712 (PDF)
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
U.S. Department of Homeland Security Washington, D.C. 20472
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Agreement Articles
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
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
U.S. Department of Homeland Security
Washington, D.C. 20472
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
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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):
NEGOTIATION COMMENTS IF APPLICABLE
Any questions pertaining to your award package, please contact your GPD Grants Management Specialist:
Earl Davis
Earl.Davis@dhs.gov
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:
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
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)
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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 ASK-
GMD at 866-927-5646 to be directed to a specialist.
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
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FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
1a. AGREEMENT NO.
EMW-2011-FR-00566
2. AMENDMENT NO.
0
3. RECIPIENT NO.
94-6000438
4. TYPE OF
ACTION
AWARD
5. CONTROL NO.
W482946N
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
8. PAYMENT OFFICE AND ADDRESS
FEMA, Financial Services Branch
500 C Street, S.W., Room 723
Washington DC, 20472
9. NAME OF RECIPIENT
PROJECT OFFICER
Ann Durkes
PHONE NO.
4087307355
10. NAME OF PROJECT COORDINATOR
Catherine Patterson
PHONE NO.
1-866-274-0960
11. EFFECTIVE DATE OF THIS
ACTION
03-FEB-12
12. METHOD OF
PAYMENT
SF-270
13. ASSISTANCE ARRANGEMENT
Cost Sharing
14. PERFORMANCE PERIOD
From:03-FEB-12To:02-FEB-13
Budget Period
From:31-OCT-11 To:30-SEP-12
15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes)
PROGRAM NAME ACRONYM CFDA NO. ACCOUNTING DATA (ACCS CODE) XXXX-XXX-XXXXXX-XXXXX-XXXX-XXXX-X
PRIOR TOTAL AWARD
AMOUNT AWARDED THIS ACTION + OR (-)
CURRENT TOTAL AWARD CUMMULATIVE NON- FEDERAL COMMITMENT
AFG 97.044 2012-M1-3007RG-10000000-
4101-D
$0.00 $1,386,000.00 $1,386,000.00 $346,500.00
TOTALS $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
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City of Palo Alto Subscriber Radios
AFG Subscriber Radios
APX 7000XE 3.5 Configuration
Item Qty Nomenclature Description Price 32%Ext.Equipment 21.5% Incentive (12%
Complete Package
Incentive + 9.5% One
Time P25 System
Subscriber Incentive
Net
Equipment
Unit Cost 8.375% Sales
Tax
Equipment
Cost
Install
Cost
21.5% Incentive (12%
Complete Package
Incentive + 9.5% One
Time P25 System
Subscriber Incentive
Net Install
Cost
Net Equipment
and Install Total
Freight Total Equipment,
Install and Freight
1 35 H49TGD9PW1 N APX7000XE DIGITAL PORTABLE RADIO $3,400.00 $2,312.00 $80,920.00 $80,920.00 $17,397.80 $63,522.20 $5,319.98 $68,842.18 $0.00 $0.00 $0.00 $68,842.18 $647.36 $69,489.54
2 35 QA00569 ADD: 7/800MHZ PRIMARY BAND $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
3 35 QA00574 ADD: VHF SECONDARY BAND $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
4 35 QA00577 ADD: LARGE COLOR DISPLAY AND FULL KEYPAD
Model 3.5
$500.00 $340.00 $11,900.00 $11,900.00 $2,558.50 $9,341.50 $782.35 $10,123.85 $0.00 $0.00 $0.00 $10,123.85 $95.20 $10,219.05
5 35 QA00579 ADD: ENABLE DUAL BAND OPERATION, When this
option is chosen, an internal dual band antenna will be
generated
$1,000.00 $680.00 $23,800.00 $23,800.00 $5,117.00 $18,683.00 $1,564.70 $20,247.70 $0.00 $0.00 $0.00 $20,247.70 $190.40 $20,438.10
6 35 Q806 ADD: ASTRO DIGITAL CAI OPERATION $515.00 $350.20 $12,257.00 $12,257.00 $2,635.26 $9,621.74 $805.82 $10,427.56 $0.00 $0.00 $0.00 $10,427.56 $98.06 $10,525.62
7 35 H38 ADD: SMARTZONE OPERATION $1,500.00 $1,020.00 $35,700.00 $35,700.00 $7,675.50 $28,024.50 $2,347.05 $30,371.55 $0.00 $0.00 $0.00 $30,371.55 $285.60 $30,657.15
8 35 Q361 ADD: P25 9600 BAUD TRUNKING $300.00 $204.00 $7,140.00 $7,140.00 $1,535.10 $5,604.90 $469.41 $6,074.31 $0.00 $0.00 $0.00 $6,074.31 $57.12 $6,131.43
9 35 QA01749 ADD: ADVANCED SYSTEM KEY - SOFTWARE KEY $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 35 QA00580 ADD: TDMA OPERATION $400.00 $272.00 $9,520.00 $9,520.00 $2,046.80 $7,473.20 $625.88 $8,099.08 $0.00 $0.00 $0.00 $8,099.08 $76.16 $8,175.24
11 35 Q947 ADD: RADIO PACKET DATA $200.00 $136.00 $4,760.00 $4,760.00 $1,023.40 $3,736.60 $312.94 $4,049.54 $0.00 $0.00 $0.00 $4,049.54 $38.08 $4,087.62
12 35 G996 ADD: PROGRAMMING OVER P25 (OTAP)$100.00 $68.00 $2,380.00 $2,380.00 $511.70 $1,868.30 $156.47 $2,024.77 $0.00 $0.00 $0.00 $2,024.77 $19.04 $2,043.81
13 35 QA00782 ENH: INTERNAL ACTIVATION AND GPS BASIC
FUNCTIONALITY
$100.00 $68.00 $2,380.00 $2,380.00 $511.70 $1,868.30 $156.47 $2,024.77 $0.00 $0.00 $0.00 $2,024.77 $19.04 $2,043.81
14 35 QA01427 ALT:APX 7000XE HOUSING GREEN $25.00 $17.00 $595.00 $595.00 $127.93 $467.07 $39.12 $506.19 $0.00 $0.00 $0.00 $506.19 $4.76 $510.95
15 35 QA00582 ALT: APX7000 LIION 4000MAH IMPRES FM IP67 BAT $100.00 $68.00 $2,380.00 $2,380.00 $511.70 $1,868.30 $156.47 $2,024.77 $0.00 $0.00 $0.00 $2,024.77 $19.04 $2,043.81
$8,140.00 $193,732.00 $41,652.39 $152,079.61 $4,345.13 $12,736.66 $164,816.27 $0.00 $0.00 $0.00 $164,816.27 $1,549.86 $166,366.13 $4,753.32
16 35 NNTN7033A BATT IMP FM IP67 LIION 4100M 4300T SPARE BATTERY $175.00 $119.00 $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
17 35 WPLN7080 IMPRES SINGLE UNIT BATTERY CHARGER SU
APX7000 US/NA/CA/LA
$125.00 $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
18 35 NNTN8203A IMPRES XE Remote Speaker Microphone, FM, GREEN $335.00 $227.80 $7,973.00 $7,973.00 $1,714.20 $6,258.80 $178.82 $524.17 $6,782.97 $0.00 $0.00 $0.00 $6,782.97 $63.78 $6,846.75 $195.62
19 35 NNTN7624B IMPRES VEHICULAR CHARGER (FULL KIT)$390.00 $265.20 $9,282.00 $9,282.00 $1,995.63 $7,286.37 $208.18 $610.23 $7,896.60 $0.00 $0.00 $0.00 $7,896.60 $74.26 $7,970.86 $227.74
20 1 NNTN7065B IMPRES MULTI UNIT CHARGER $788.00 $535.84 $535.84 $535.84 $115.21 $420.63 $420.63 $35.23 $455.86 $0.00 $0.00 $0.00 $455.86 $4.29 $460.15 $460.15
21 35 NNTN8115A APX7000XE CARRYING CASE 2.75 SWIVAL BL
4200MAH
$65.00 $44.20 $1,547.00 $1,547.00 $332.61 $1,214.39 $34.70 $101.71 $1,316.10 $0.00 $0.00 $0.00 $1,316.10 $12.38 $1,328.48 $37.96
22 1 RVN5224P CUSTOMER PROGRAMMING SOFTWARE R08.01.00
ASTRO DIG APX POR MOB
$265.00 $180.20 $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
23 1 PMKN4012B PROG CABLE $75.00 $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 $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 $220,441.04 $220,441.04 $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
24 Instal, Program, Fleet Map, Temp Dev $0.00 TBD
Equipment and Service Subtotal $220,441.04
12% Complete Package Incentive -$26,452.929.5% One Time P25 System and Subscriber Incentive -$20,941.90254 Year Service Advantage Plan $7,210.00 $7,210.00268.375% Sales Tax $14,492.6227Freight$1,763.53Subscriber Total $196,512.37284 Year Field Service $12,425.00 $12,425.00
AFG Total with Field Service $208,937.37 $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.”