HomeMy WebLinkAbout08 - CC-10 - Resolution Authorizing Acceptance OC Hom - 9/6/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: September 06, 2011 ITEM NUMBER:
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA AUTHORIZING
ACCEPTANCE OF A GRANT AWARD FROM THE ORANGE COUNTY HOMELAND
SECURITY URBAN AREA WORKING GROUP.
DATE: AUGUST 24, 2011
FROM: POLICE DEPARTMENT
PRESENTATION BY: ROBERT CISZEK, LIEUTENANT
BRYAN GLASS, LIEUTENANT
FOR FURTHER INFORMATION CONTACT: BOB CISZEK — 714.754.5012
BRYAN GLASS — 714.754.5603
RECOMMENDED ACTION:
1. Adopt Resolution that authorizes the Chief Executive Officer (CEO) or his
designee to accept the Grant award from the Orange County Homeland Security
Urban Area Working Group.
2. Approve a Budget Adjustment No. 12-003 to appropriate the grant funds to the
City's Telecommunication Division operating budget (Attachment 1).
BACKGROUND:
In 1995, the Orange County Board of Supervisors approved a $70.4 million contract
with Motorola to supply all Orange County cities with the 800 MHz Countywide
Coordinated Communications System being newly implemented at that time. The new
radio system integrated countywide law enforcement, fire services, paramedics, and
public works into a single radio communications system for daily operations and
emergency responses.
In 2001, Costa Mesa changed over to the new 800 MHz radio system. As with other
cities, Costa Mesa experienced deficient coverage at numerous locations. However,
the County's contract with Motorola did not guarantee 100% coverage either throughout
Orange County or at any specific geographic locations.
In 2002, stemming from concerns about the September 11th terrorist attacks and the
high volume of public activity at a Costa Mesa critical Infrastructure site (25 million
visitors annually), the City approved a measure to help remedy deficient radio coverage
in the site area. These enhancements cost the City $626,229, and were funded through
a cost-sharing arrangement between the City and the site's property owners. The
1
Orange County Homeland Security Task Force identified the site among the top 1 % of
619 Orange County potential terrorist targets on its list of critical infrastructures.
As part of the agreement involving enhanced 800 MHz radio coverage, the critical
infrastructure's property owners were not responsible for future maintenance, repair,
upgrades, or replacement of the radio system. Per Costa Mesa Municipal Code Article
IX Section 5-135 and the 2011 Fire Code, all buildings constructed prior to 03-21-06 are
exempt from the City's requirement for building owners to be held responsible for
maintaining adequate 800 MHz radio coverage throughout their buildings; the critical
infrastructure was constructed in the early `70's.
In 2008, Orange County Communications Supervisor Howard Newton and Costa Mesa
Communications staff inspected the critical infrastructure site. They reported that radio
coverage was unsatisfactory and a safety issue existed for any law enforcement or fire
personnel responding to a major incident in this area. At the beginning of 2009, a
committee involving the Police Department and Communications was put together to
evaluate the problem and assess possible fixes and stop -gap measures for the
inadequate and continually degrading radio system. During this process, it was
discovered that the radio reception was worse than originally thought. No viable
measures were identified to provide temporary radio coverage. The upgrade of the Bi -
Directional Antenna (BDA) was the only solution to the problem. This upgrade had a
price tag of approximately $200,000. There was no money appropriated for the
maintenance of the unit. A radio system upgrade is necessary to adequately enhance
radio coverage in the common areas of the critical infrastructure site. The site's primary
radio system infrastructure lines and components will be retained in the proposed
upgrade.
ANALYSIS:
After determining the radio system required a system upgrade and no money had been
appropriated, Police Department Staff sought grant opportunities. The staff received
information that the project could be eligible for Urban Area Security Initiative (UASI)
money.
On 12/9/09, staff went in front of the Urban Area Working Group (UWAG) committee to
pitch the BDA upgrade as a worthy project for UASI funding as it was among the top 1 %
of 619 Orange County potential terrorist targets on its list of critical infrastructures. After
an arduous grant process, staff appeared in front of the UWAG committee on 3/17/10
and received unanimous approval to move the project forward to a 14 member advisory
committee. On 6/1/10, that advisory committee approved the funding on the project
under the 2010-2011 UASI grant year.
To receive these grant funds, the UWAG committee requires the critical infrastructure
site management to agree to provide a potential "staging area" on their property for
emergency personnel and resources in the event of a major terrorist incident or natural
disaster and to set up funding for the future maintenance of the upgraded BDA system.
The critical infrastructure site provided written acknowledgment in agreement to provide
the "staging area." Funding for the future maintenance has been acknowledged by the
Communications Division.
E
The City of Costa Mesa was deemed eligible to receive a grant for $255,556.22 for this
project. This grant will enable the City of Costa Mesa to purchase a BDA and provide a
radio system with a much needed upgrade.
ALTERNATIVES CONSIDERED:
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FISCAL REVIEW:
The attached Budget Adjustment # 12-003 in the amount of $255,556 is recommended
for adoption to appropriate the grant funding received to the City's Telecommunication
Division operating budget for the purchases referenced herein. The City will be required
to front the cost of the project and will be reimbursed upon successful installation and
the completion of all equipment testing. Receipt of the grant funds will bind the City to
comply with the terms and conditions of the grant.
LEGAL REVIEW:
The City Attorney's Office has reviewed the Grant Agreement and associated
documents and has approved it as to form and content.
CONCLUSION:
Based upon an analysis of the Grant Agreement and the available benefits to the City
offered by the award of the grant, Department staff supports the approval of the above
listed recommendation.
ROBERT CISZEK
Lieutenant
BOBBY YOUNG
Finance Director
DISTRIBUTION
CEO
City Attorney
Finance Director
City Clerk
ATTACHMENTS: 1
2
3
DENNIS KIES
Chief of Police
TOM DUARTE
City Attorney
Resolution of the City Council
Grant Approval/Award Letter
Budaet Adiustment number 12-003
3
RESOLUTION NO. 11-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF COSTA MESA, CALIFORNIA, AUTHORIZING
APPLICATION FOR, AND ACCEPTANCE OF, A GRANT
AWARD FROM THE U.S. DEPARTMENT OF
HOMELAND SECURITY (DHS).
THE CITY COUNCIL OF THE CITY OF COSTA MESA DOES HEREBY
RESOLVE AS FOLLOWS:
WHEREAS, the U.S. Department of Homeland Security (DHS), has made funds
available through the Orange County Homeland Security Urban Area Working Group
(UAWG) for an Urban Area Security Initiative (UASI) grant , as set forth in the Grant
Agreement; and
WHEREAS, the City of Costa Mesa supports the grant goals and wishes to
participate in the Urban Area's Homeland Security Strategy; and
WHEREAS, the City of Costa Mesa has been awarded $255,556 from the
Orange County Homeland Security Urban Area Working Group (UAWG); and
NOW, THEREFORE, BE IT RESOLVED that, the City Council of Costa Mesa
hereby approves the application for and acceptance of a grant from the Orange County
Homeland Security Urban Area Working Group (UAWG) U.S. Department of Homeland
Security (DHS) and the Chief Executive Officer or his designee is hereby authorized to
implement this authorization.
PASSED, APPROVED, AND ADOPTED this 6t" day of September, 2011.
Gary Monahan, Mayor
ATTEST:
APPROVED AS TO FORM:
Julie Folcik, City Clerk Tom Duarte, City Attorney
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
I, JULIE FOLCIK, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY
that foregoing is the original of Resolution No. 11- and was duly passed and adopted
by the City Council of the City of Costa Mesa at a regular meeting held on the 19th day
of July, 2011, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS: NONE
ABSENT: COUNCIL MEMBERS: NONE
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the
City of Costa Mesa this 19th day of July, 2011.
(SEAL)
JULIE FOLCIK, CITY CLERK
3
Santa
08/22/11
i
Area
FY09 Anaheim/Santa Ana UASI
Application for Project Funding:
Bryan Glass, Lieutenant
Costa Mesa Police Department
79 Fair Drive
Costa Mesa, CA 92626
Requesting Jurisdiction:
Project Request:
Project Cost:
Application Review Notification
City of Costa Mesa — Police Department
Southcoast Plaza BDA
$255,556
The application for the above project has been reviewed. This letter serves to inform you that your project
has been approved by the Anaheim/Santa Ana UASI under the FY09 UASI Grant Program. An in depth review
process of the application and the project concept itself was necessary prior to approval. This process is
required due to stringent UASI Grant Guidelines that must be adhered to. Following the review, your project
was found to be a viable concept based on investment justifications, regional benefit, and degree of
applicability to the over arching Urban Area goals and objectives.
It is critical that you become familiar with the FY09 Homeland Security Grant Program California Supplement
Guidance and the FY2009 Anaheim/Santa Ana UASI Sub -Recipient Grant Guide. It is also imperative you
contact the Santa Ana UASI Office before funding any projects that may be questionable in regards to UASI
procurement guidelines and/or the Authorized Equipment List. We will seek approval from the State on your
behalf thereby eliminating any reimbursement issues.
Please remember that the next Quarterly Project Status Report is due October 10th 2011 for the July 1St
through September 30th 2011 period. This Quarterly Project Status Report will allow the grant office to work
closely with you on reimbursement issues and assist in ensuring your project is completely successful.
The deadline to submit final reimbursement is March 15, 2012. Please contact the UASI Grant Office at any
time if you feel you are unable to meet this deadline. If you have any questions regarding this notification or
the review process, feel free to contact myself or Sgt. Brad Hadley at: (714) 245-8720, or bhadley@santa-
ana.org.
Respectfully,
KEN GOMINSKY, Commander
Homeland Security Division
Santa Ana Police Department
(714) 245-8040
kgominskv@santa-ana.org
BUDGET ADJUSTMENT AUTHORIZATION
Unit
CITY
Department
Administrative Services - Telecomm
Division
Technical Support/Maintenance
Serial Number
12-003
Type of Transaction
Program
Reason for Request:
® Revenue Estimate
® Expenditure Appropriation
CITY
® Estimate Increase
❑ Intra -Departmental Transfer
To increase revenue and appropriate Orange County
❑ Estimate Decrease
❑ Inter -Departmental Transfer
Homeland Security Urban Area Working Group Grant funds
®Source
ElProject-To-ProjectTransfer
to be used for a Bi -Directional Antenna (BDA) upgrade, as
-
®Appropriation Increase
recommended to Cit Council at their September 6 2011
y p
❑ From Existing Budget Appropriations
El Appropriation Decrease
meeting.
® From Donations, Fees, or Grants
-
❑ From Unappropriated Fund Balance
255,556
-
Unit
Account
Name
Fund
Organization
Program
Project/Grant
Increase
Decrease
CITY
430399
Other County Grants
101
14500
51020
-
$255,556
-
CITY
590800
Fixed Asset — Other Equipment
101
14500
51020
-
255,556
-
Department Authorization:
Department Director Date
Recommendation: ® Approval
Reasons For Disapproval:
Director of Finance
❑
Disapproval
Date
City Manager Action:
❑ Approved ❑ Disapproved
City Manager
❑
Not Required
Date
Budget Verification:
The above information has been reviewed, is complete and accurate, and
and/or unappropriated funds are sufficient to support the request.
® Yes ❑ No
Budget and Research Officer
the appropriations
Date
City Council Action:
❑ Approved ❑ Disapproved
❑
Not Required
Date