Report Prepared by: Janet German, Secretary III, Fire Department
Title
SUBJECT: Accept Additional FY 2015 State Homeland Security Grant Program (SHSGP) Funds, and Appropriate Supplemental Funds for the Purchase of a Mobile Decontamination Trailer and Accessories
REPORT IN BRIEF
Consider accepting additional FY 2015 SHSGP funds for the purchase of a mobile decontamination trailer, and appropriate supplemental funds to complete the purchase.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving Resolution 2016-50, a Resolution of the City Council of the City of Merced, California, authorizing the City Manager to Execute the California Governor’s Office of Emergency Services FY 2015 Grant Assurances Agreement; and,
B. Accepting additional FY 2015 SHSGP grant funds in the amount of $4,196.97 as revenue in the Intergovernmental - State Government Grants - Other State Grants account 001-0901-324.02-00; and
C. Appropriating $4,196.97 to the Machinery/Equipment account 001-0901-523.43-00 to purchase a decontamination trailer; and
D. Authorizing the use of pooled cash to cover the appropriation until grant funds are reimbursed; and;
E. Authorizing the purchase of a Scotty Mobile Decontamination Trailer and accessories from Mobile Concepts, with a total purchase price of $104,196.97, utilizing the GSA Schedules Program; and waiving the competitive bid.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff; or,
3. Deny; or
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200
CITY COUNCIL PRIORITIES
Public safety, as provided for in the FY 16/17 Adopted Budget.
DISCUSSION
The Merced County Office of Emergency Services (OES) previously awarded the City $100,000 from the FY 2015 State Homeland Security Grant Program (SHSGP for the purchase of a mobile decontamination trailer. At the August 15, 2016, City Council meeting, the Council approved Resolution No. 2016-46, which authorized the acceptance of these funds and allowed the City Manager to execute the California Governor’s Office of Emergency Services FY 2015 Grant Assurances agreement. Additionally, the grant funds were designated for the purchase decontamination trailer. Following this Council action it was determined that the previously estimated cost to purchase the trailer did not include the applicable sales tax. The total cost of the decontamination trailer, including sales tax is $104,196.97. The Merced County OES has approved augmenting the original grant by $4,196.97 to fully fund the purchase of the trailer, with no expense to be borne by the City of Merced.
The State of California Emergency Management Agency requires adoption of a resolution by the City Council of the City of Merced, California, authorizing execution of the FY 2015 Grant Assurances Agreement to establish concurrence on the requirements of this grant.
The City of Merced Fire Department is requesting to waive the competitive bidding process for the Hazardous Materials Decontamination trailer purchase due to utilizing a GSA purchasing agreement. Under the GSA purchasing agreement, equipment and materials have already been competitively bid by other organizations. Standardization is also a key component of our request for waiver. The City of Los Banos Fire Department will be the next agency to purchase their equipment and it is imperative that our trailers mirror each other. Both agencies will be utilizing the GSA bid to execute this purchase.
IMPACT ON CITY RESOURCES
There is no cost to the City, as grant funds fully cover this purchase and no match is required. However, pooled cash will be utilized to cover the appropriation until grant funds are reimbursed.
ATTACHMENTS
1. Resolution No. 2016-46 (Previously Approved)
2. FY 2015 SHSGP Grant Assurances (Previously Approved)
3. Resolution No. 2016-50
4. FY 2015 SHSGP Grant Assurances
5. Decontamination Trailer and Accessories Quote
6. GSA Quote with Tax
7. State Homeland Security Grant Letter