Report Prepared by: Marvin Dillsaver, Communications Supervisor, Merced Police Department
Title
SUBJECT: Authorization to Apply for and Accept Reimbursable Grant Funding from the State of California, Office of Emergency Services for Equipment, Supplies and Training Related to the City’s Upgrade to its Emergency Communications Center and Geographical Information System (GIS) in an Amount Not to Exceed $128,000; and Approval to Use Pooled Cash Pending the Receipt of Reimbursed Funds From the State
REPORT IN BRIEF
Authorizes the City to apply for and accept additional grant funding in an amount not to exceed $128,000 from the State of California for the purchase of additional equipment, supplies and training for upgrades to the City’s Emergency Communications Center and GIS. Also authorizes the use of pooled cash to pay for the purchases pending reimbursement from the State.
RECOMMENDATION
City Council - Adopt a motion:
A. Upon approval of additional grant funding from the State of California, Office of Emergency Services, Increasing State Grant revenue account 001-1002-324.02-00 in an amount not to exceed $128,000 and appropriating the same to Police Operations Machinery/Equipment expense account 001-1002-523.43-00; and,
B. Authorizing the use of pooled cash for purchases until the City receives
reimbursement of funds; and,
C. Authorizing the City Manager or the Assistant City Manager to execute any necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for reconsideration of specific items as requested by Council; or,
3. Take no action.
AUTHORITY
Article 11 of the Merced City Charter pertaining to fiscal administration.
CITY COUNCIL PRIORITIES
Enhance the efficiency and productivity of public safety staff by using technology to operate in a more resourceful manner.
DISCUSSION
On November 5, 2018 the council approved the Acceptance of Grant Funding in the Amount of $346,000 from the California Office of Emergency Services (CAL OES) and $105,000 in Geographic Information Systems (GIS) from the State of California for Upgrades to the City’s 911 and GIS Systems. The Police Department has started the project of upgrading the Communications 911 telephone system and the City’s GIS system; however, there are additional items that are needed for the upgrade of both projects that are not covered through a direct funding process through the State of California. These additional purchases can be funded through the State of California through a reimbursement process. This means that the State of California will reimburse the City of Merced for all approved purchases after the vendor has been paid and proof of payment is submitted to the State.
To receive this funding, the Police Department will make a request to the State of California, Office of Emergency Services for funding to purchase training services, equipment or supplies that fall under the guidelines of the Office of Emergency Services. If the State approves the purchase of the requested services, supplies or equipment, they will issue the City a commitment to fund the purchases. Once the City receives documentation of the State’s commitment to fund, the City will purchase the needed items. Once the items have been received, the City will pay for the items and the cancelled check will be turned in to the State of California on a (TD-290) reimbursement claim form. To facilitate this reimbursement process, staff is requesting approval to use pooled cash to pay for the purchases pending receipt of reimbursed funds from the State.
IMPACT ON CITY RESOURCES
There will be an impact on pooled cash until such time as the invoices are paid and submitted to the State of California and the funds are reimbursed back to the city.
ATTACHMENTS
1. Customer Premise Equipment (CPE) funding letter
2. GIS Funding letter