Report Prepared by: Lance Eber, Crime Analyst, Police
Title
SUBJECT: Waiving of the Competitive Bidding Requirements Pursuant to M.M.C Section 3.04.210 and Authorization to Accept $136,975 in Grant Funds from the United States Department of Justice Coronavirus Emergency Supplemental Funding Program Solicitation FY 2020 for the Police Department to Purchase Equipment and Supplies for an Emergency Communication Center; and, Gas Masks and Supplies to Assist with COVID Prevention and Preparation
REPORT IN BRIEF
Considers accepting grant funding from the US Department of Justice offered to the Merced Police Department in the amount of $136,975 from the Coronavirus Emergency Supplemental Funding Program Solicitation FY 2020 for the Police Department to purchase equipment and supplies to open an Emergency Communication Center and to purchase gas masks and related supplies in order to prepare for and prevent the spread of the coronavirus.
RECOMMENDATION
City Council - Adopt a motion:
A. Accepting the grant and increasing the revenue budget in account 050-1025-321.17-00 by $136,975, and appropriating the same to Fund 050; and,
B. Approving the use of pooled cash until reimbursement is received from the grant; and,
C. Waiving the competitive bid requirements as stated in Section 3.04.210 of the Merced Municipal Code and Authorize the City Manager or Assistant City Manager approve the sole source purchase from AT&T to purchase the additional phone equipment needed to connect to the existing 911 phone system located at the Police Department.
D. Authorizing the Police Department and the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by Staff; or,
2. Deny; or,
3. Refer to Staff for reconsideration of specific items.
AUTHORITY
Charter of the City of Merced, Section 200.; and, Article III of Title 3, Chapter 3.04, of Merced Municipal Code relating to purchases over thirty thousand dollars ($30,000) Section 3.04.210 exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the 2020-2021 Adopted Budget
DISCUSSION
The U.S. Department of Justice (DOJ) released the Coronavirus Emergency Supplemental Funding Program to provide funding to assist eligible states, local units of government, and tribes in preventing, preparing for, and responding to the coronavirus.
Funds awarded under the CESF Program must be utilized to prevent, prepare for, and respond to the coronavirus. Allowable projects and purchases include, but are not limited to, overtime, equipment (including law enforcement and medical personal protective equipment), hiring, supplies (such as gloves, masks, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas), and addressing the medical needs of inmates in state, local, and tribal prisons, jails, and detention centers
The Merced Police Department submitted a timely application to receive grant funding for the grant program. The City of Merced was eligible to request funding up to the amount of $136,975 as stipulated in the funding guidance. This amount is established by the DOJ. There is no match requirement on this grant award.
The MPD applied to spend $106,575 to establish an Emergency Communication Center (ECC). The ECC will be set up at an alternate location away from the primary Dispatch Center located at the Central Police Station.
The MPD went to council on November 5, 2018 and was approved to accept grant funding from a different source to purchase equipment needed to upgrade the old phone equipment in the primary Dispatch Center. The current phone system was purchased through grant funding through AT&T. This COVID grant application requested funding to set up an alternate location away from the primary Dispatch Center located at the Central Police Station. The Emergency Communication Center will be located at Fire Station 51 and connect back to the phone system at the primary Dispatch Center. Along with requesting approval for the grant funded project, we are requesting approval to be exempt from the competitive bidding process in order to maintain the same vendor for the new phone system. This will allow us to maintain consistency, compatibility, and familiarity with equipment.
The MPD also applied to spend $30,400 on gas masks and related supplies.
The grant requires that the application and subsequent award be made available in a public meeting and that the public has an opportunity to comment on the acceptance of the funding before it is accepted by the City.
ATTACHMENTS
1. Copy of the Grant Agreement