Report Prepared by: Billy Alcorn, Fire Chief, Fire Department
Title
SUBJECT: Acceptance of $40,826.00 in Fiscal Year 2017 State Homeland Security Grant Program (SHSGP) Funds, Waiver of the Competitive Bidding Requirements to Maintain the Radios and Equipment Standards, and Authorization to Purchase the Portable Radios and Radio Equipment
REPORT IN BRIEF
Considers accepting $40,826.00 in Fiscal Year 2017 SHSGP funds for the purchase of Portable Radios and Radio Equipment as revenue, appropriating supplemental funds, using pooled cash to cover the appropriation until grant funds are reimbursed, and waiving the competitive bidding requirements.
RECOMMENDATION
City Council - Adopt a motion:
A. Accepting Fiscal Year 2017 SHSGP grant funds in the amount of $40,826.00 as revenue in the Intergovernmental - State Governments Grants - Other State Grants account 001-0901-324.02-00; and
B. Appropriating $40,826.00 to the Machinery/Equipment account 001-0901-523.43-00 to purchase portable radios and radio equipment; and
C. Waiving the competitive bidding requirements to maintain the radios and equipment standards; and
D. Authorizing the use of pooled cash to cover the appropriation until grant funds are reimbursed; and
E. Authorizing the City Manager or the Assistant City Manager to sign the necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by staff; or,
2. Deny; or,
3. Refer back to staff; or
4. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 - Powers
Charter of the City of Merced, Section 405 - Powers Vested in the City Council
Charter of the City of Merced, Section 1105 - Budget Appropriations
CITY COUNCIL PRIORITIES
Public Safety as provided for in the 2019-20 Adopted Budget.
DISCUSSION
The Merced County Office of Emergency Services (OES) has awarded the City of Merced $40,826.00 from the Fiscal Year 2017 State Homeland Security Grant Program (SHSGP). The funds will be used towards the purchase of $42,761.88 in portable radios and associated radio equipment (Attachment 1) with the balance being funded through previously appropriated funds.
The purchase of this equipment will improve the communication capabilities of the department and assist us with replacing our outdated portable radios. The items being purchased include: Portable Radios, Vehicle Charging Equipment, Batteries, Remote Speaker Microphones, and Radio Housing.
The Merced Fire Department has been financially challenged in replacing all of its portable radios that exist within the department. Accepting this grant funding will allow us to replace a portion of our radios that are in dire need of replacement.
SHSGP Funds to be Appropriated to Account # 001-0901-523.43-00 $40,826.00
Previously Appropriated to General Fund Account # 001-0901-522.26-00 $ 1,935.88
Total Cost of Radios and Accessories $42,761.88
The request to waive the competitive bidding element is based on standardization and the existing portable radios and associated equipment are proprietary, therefore, only one vendor can provide the equipment and accessories (Attachment 2).
Within the parameters and requirements of the grant program, the FY 2017 Office of Emergency Services State Homeland Security Grant Programs - Equipment, Planning, Administration, Training and Exercises Agreement and the FY 2017 Grant Assurances Agreement have been previously completed.
IMPACT ON CITY RESOURCES
Through the adoption of the FY 19/20 budget, $1,935.88 has been appropriated towards the purchase of portable radios and accessories with the balance of the funding being derived from the SHSGP grant. Pooled cash will be utilized to cover the appropriation until grant funds are reimbursed.
ATTACHMENTS
1. Motorola Invoice
2. Motorola Proprietary Letter