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HomeMy WebLinkAbout24- Police Department ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Keith L. Kilmer Subject: Resolution of the City of San Dept: Police Department Bernardino ratifying the submittal of the FY 2009-10 State Homeland Security Grant -Law Date: May 13,2010 Jurisdictions proposed project to the County Office of Emergency Services and authorizing the obligation and expenditure of those grant funds for an Information Sharing-Mobile Communications Enhancement project. M/CC Meeting Date: May 17, 2010 Synopsis of Previous Council Action 4-27-10 Grants Ad-Hoc Committee recommended for approval. 8-6-2007 Resolution #2007-327,ratifying the submittal of the FY 2007 Homeland Security Grant for regional projects and mandatory training. 7-10-2006 Resolution #2006-257,ratifying the submittal of the FY 2006 Homeland Security grant application. 5-18-2005 Resolution#2005-125, ratifying the submittal of the FY 2005 Homeland Security grant application. Recommended Motion: Adopt resolution. KEITH L. KILMER, CHIEF OF POLICE Contact person: Julie Jensen Administrative Analyst II Phone: 384-5694 Supporting data attached: Staff Report, Resolution,Grant Budget Ward: All FUNDING REQUIREMENTS: Amount: $65,771 Source: FY 2009-10 State Homeland Security-Law Jurisdiction Grant Council Notes: Finance E50 Zo/D -- /o20 Agenda Item No. �Zq 5-1-7- 0 Rzplacecwewf Paes CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the City of San Bernardino ratifying the submittal of the FY 2009-10 State Homeland Security Grant -Law Jurisdictions project proposal to the County Office of Emergency Services and authorizing the obligation and expenditure of those grant funds for an Information Sharing-Mobile Communications Enhancement project. BACKGROUND Each year, the San Bernardino County Office of Emergency Services ("OES") submits the State Homeland Security Grant application on behalf of the County and various cities within the County. On July 1, 2009, The San Bernardino County Operational Area Approval Authority authorized $662,894 to be allocated per capita for Law Jurisdictions individual projects in the following purpose areas: Strengthen Information Sharing and Collaboration Capabilities; Enhance Catastrophic Incident Planning, Response and Recovery Capabilities; Enhance Medical and Public Health Preparedness; Strengthen Citizen Preparedness and Participation; Enhance Critical Infrastructure and Key Resource Protection; Enhance Homeland Security Exercise Evaluation & Training Program; and Enhance Agriculture, Food Systems & Animal Health Preparedness. Based on the per capita formula, the City of San Bernardino will receive $65,771 and there is no grant match requirement. On July 9, 2009, the San Bernardino Police Department submitted an Information Sharing- Mobile Communications Enhancement project to the County OES. The project will upgrade the existing citywide Blackberry Enterprise Server (hardware and software) at City Hall and expand the system to include an additional server at the Police Department. The project also calls for an additional Internet access portal for direct connection to the public Internet at the Police Department, new Internet security firewall and Internet Connectivity for the Police Mobile Command Post. The Mobile Command Post serves as a field command center during emergencies and has recently been deployed as a mobile community police station within the four geographic policing districts of the city. The Command Post does not have the ability to communicate with the Police Department or Emergency Operations Center in a wireless/Intemet mode. Enhancement of mobile connectivity will enable the Mobile Command Post staff to have Internet access via satellite and email access throughout the city. The new communication path will enable managers to access information and communicate with city executive managers and emergency operations center (EOC) personnel (at city, county and state levels) from the field while they work on critical issues or during community deployments. The proposed project fulfills the Information Sharing and Collaborative Capabilities and Catastrophic Incident Planning grant priorities by improving mobile communications between public safety officials and city/county EOC's. The enhancement and reinforcement of the Blackberry Enterprise server, Internet connectivity and Firewall network will strengthen and facilitate communications between EOC personnel and eliminate points of failure during extreme catastrophic events. On April 27, 2010, The Grants Ad Hoc Committee recommended that this item be sent directly to the full Council for approval. FINANCIAL IMPACT There will be no impact on the City's General Fund. The Police Department will use $65,771 from the Law Jurisdiction allocation to purchase the Blackberry Enterprise server and mobile communications equipment for City Hall, the Police station and the Mobile Command Center. RECOMMENDATION Adopt resolution. i i i 1 1 i 1, 3 1 1� i 1 t a i� i I RESOLUTION NO. COPY 2 RESOLUTION OF THE CITY OF SAN BERNARDINO RATIFYNG THE SUBMITTAL OF THE FY 2009-10 STATE HOMELAND SECURITY GRANT-LAW 3 JURISDICTIONS PROPOSED PROJECT TO THE SAN BERNARDINO COUNTY OFFICE OF EMERGENCY SERVICES AND AUTHORIZING THE OBLIGATION 4 AND EXPENDITURE OF THOSE GRANT FUNDS FOR AN INFORMATION SHARING-MOBILE COMMUNICATIONS ENHANCEMENT PROJECT. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 6 OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby ratify 8 the Police Department's submittal of the FY 2009-10 State Homeland Security Grant Law- 9 Jurisdictions proposed project to the San Bernardino County Office of Emergency Services, a copy of 10 which is attached hereto and incorporated herein as Exhibit"A". 11 SECTION 2. The Mayor and Common Council of the City of San Bemardino authorize the 12 Police Department to obligate and expend FY 2009-10 State Homeland Security Grant-Law 13 Jurisdiction funds in the amount of$65,771 as outlined in the attached expenditure plan submitted by 14 the Chief of Police, a copy of which is attached hereto and incorporated herein as Exhibit`B". 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 -i//7A0 I RESOLUTION OF THE CITY OF SAN BERNARDINO RATIFYNG THE SUBMITTAL OF THE FY 2009-10 STATE HOMELAND SECURITY GRANT-LAW 2 JURISDICTIONS PROPOSED PROJECT TO THE SAN BERNARDINO COUNTY OFFICE OF EMERGENCY SERVICES AND AUTHORIZING THE OBLIGATION 3 AND EXPENDITURE OF THOSE GRANT FUNDS FOR AN INFORMATION 4 SHARING-MOBILE COMMUNICATIONS ENHANCEMENT PROJECT. 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on the 7 day of 2010,by the following vote, to wit: 8 9 Council Members: Ares NTvs Abstain Absent 10 MARQUEZ 11 DESJARDINS 12 BRINKER 13 SHORETT 14 KELLEY 15 JOHNSON 16 McCAMMACK 17 18 19 Rachel G. Clark, City Clerk 20 21 The foregoing Resolution is hereby approved this day of , 2010. 22 23 Patrick J. Morris,Mayor 24 Approved as to Form: City of San Bemardino 25 26 am44'Poenman,City Attorney 27 28 1 Exhibit "A" FY 2009 HOMELAND SECURITY GRANT PROJECT No. Project Narrative Applicant (Jurisdiction's Name) City of San Bernardino Police Department NOTE: Complete a separate Protect Description for each proposed project Project Title: Information Sharing-Mobile Communications Enhancement State Strategy Goal and Objective Supported by the Project: Improve interoperable communications and catastrophic planning with neighboring public safety agencies. Emergency Operations Center managers and political leaders by enhancing and upgrading mobile email/data communications (Blackberry Enterprise hardware and software) and internet connectivity within the San Bernardino Police station and the Police mobile command post. Indicate the State Priority Supported by the Project(Select All That Applies): 1. X Interoperable Communications 2. T Catastrophic Planning 3. _Medical Surge 4. _Citizen Preparedness and Participation 5. _Mass Prophylaxis 6. _Critical Infrastructure Protection 7. _Training for First Responders 0—Food and Agriculture Safety Please answer the following questions: 1. Provide a detailed description of the proposed project and how it supports the state priority indicated. The proposed Information Sharing-Mobile Communications Enhancement project supports the "Interoperable Communications"and"Catastrophic Planning" state priorities by improving mobile communications between public safety officials and City-County Emergency Operations Centers. The enhancement and fortification of the Blackberry Enterprise server, Internet connectivity and Firewall Network will strengthen and facilitate communication between Emergency Operations Center personnel and eliminate points of failure during extreme catastrophic events. The City of San Bernardino operates a citywide Blackberry Enterprise Server at the City Hall LT. Department to provide mobile e-mail communications for most City managers including executive managers for the Police and Fire Departments. The server operates on the original version of the software (Version 4.0) and it has never been upgraded. The requested upgrade will allow critical Emergency Operations Center managers, executive leaders, and political officers of the City to use the most current version of the communications software used with their City provided Blackberry telephones. This information-sharing enhancement will improve mobile communications and help provide the highest level of access to our Emergency Operations Center managers around-the-clock. © To improve information sharing during catastrophic incidents the City of San Bernardino wishes to expand its mobile Blackberry communications options. The existing citywide Blackberry Enterprise Server resides at the City Hall I.T. Department. All communications with this device from the Police Department and the Emergency Operations Center(inside the Police Department's headquarters)must be sent to City Hall for Page 1 of 4 Exhibit "A" FY 2009 HOMELAND SECURITY GRANT PROJECT No. Project Narrative transmission on the public telephone network. An additional software suite would enable a Public Safety Blackberry Enterprise Server to be hosted at the Police Department. Critical public safety communications will be able to flow from the Police Department straight to the public telephone number. This enhancement improves our critical communications abilities and eliminates a potential point of failure during an extreme catastrophic incident. The existing Blackberry Enterprise Server used by the City's I.T. Department operates from a standard desktop computer with a modest hardware configuration. This basic desktop computer has never been upgraded and has been in service for about 4 years. This server upgrade will include the installation a professional rack mounted server that can be installed in an existing high availability computer rack. The extra memory and storage space will improve performance and add stability to this important information- sharing device. A second server is requested for use with the new Public Safety Blackberry Enterprise software. It will be installed inside the Police Department in an existing high availability computer rack. To help insure that hardware support can be provided in a timely manner, this new server will match the server hardware requested to replace the existing desktop computer server used at City Hall. The City of San Bernardino has one connection to the public Internet. This connection resides at the City Hall complex in the I.T. Department. All Internet connectivity from the Police Department and the Emergency Operations Center must access the public Internet via the City Hall complex. The Police Department wishes to enhance its ability to provide Internet access during catastrophic incidents and to help ® insure that the City Emergency Operations Center can access the County Emergency Operations Center via "WebEOC" software by having a direct connection to the public Internet at the Police Department. This additional Internet access portal will include all connectivity hardware needed to access the Internet and the monthly service fee for a one-year period. The San Bernardino Police Department operates a large-scale mobile field command post bus. This bus serves as a forward field command center during emergency incidents and special events. The command post bus cannot communicate with the Police Department or the Emergency Operations Center in a wireless/Internet mode. This information sharing enhancement will enable the field command staff of the Police Department to have Internet access, via satellite, and email access wherever the bus may be within our City. This new communications path will enable managers to access information and communicate via email with City executive managers, Emergency Operations Center personnel (at City, County, State, and Federal levels) from the field while they work on critical issues. Additionally,this enhancement will provide a small-localized`wireless"network at the command post bus for City personnel to connect laptop computers and gain access to the same communications tools while within in the general area of the command post bus. A new Internet security firewall will be used to provide security and access control to/from the Internet for the new connection at the Police station and the mobile command post bus. To maintain operational' consistency for City networking personnel, this firewall will match the existing firewalls used at City Hall to protect the City network from the public Internet. This step towards compatibility with existing firev.mll software and hardware will help insure that we provide a secure connection and access point to our Public w Safety Personnel and our Emergency Operations Center staff. Page 2 of 4 Exhibit "A" FY 2009 HOMELAND SECURITY GRANT PROJECT No. Project Narrative 2. Provide a detailed description on how you plan to manage your proposed project. The"Information Sharing-Mobile Communications Enhancement" project will use the technology management principles outlined in the COPS Office Technology Project Management Guide. A. Finance Department Approval and Bid Package Issuance-Month 1 The City Finance Department will prepare bid packages for the purchase of the server hardware, Internet Connectivity equipment/service and Internet Security Firewall components. The Blackberry Enterprise server software is a 'sole source' purchase through RIM Corporation, the manufacturer of Blackberry telephones and associated software. B. Bid Package Review and Issuance of Purchase Orders-Month 2 City Finance and the Police Department will review competitive bids to identify the lowest responsible bidder and award purchase orders accordingly. C. Hardware Ordering and Pre-installation Staging-Month 3 "Information Sharing-Mobile Communications Enhancement" hardware will be ordered and shipped directly to the Police Department and staged in the secure computer/server room that the Information Technology Department will use to house the server. Shipping documents and invoices will be checked and retained to show proof of purchase and to insure that all equipment ordered was received. D. Hardware Installation and Software Testing and Acceptance-Month 4 Once all the equipment has arrived and is staged on site, the vendor will begin installation of the hardware under the supervision of the Police Department I.T. staff. Once the server hardware is in full operation, the software will be installed and testing will begin. E. Internet Connectivity and Firewall Installation-Month 5 After the hardware and software are in place and operational, the Internet and Firewall connections will be installed and tested. F. Mobile Command Post Bus Connectivity and Network Installation-Month 6 Once the Police station software and Internet security enhancements are in place, installation of Internet connectivity in the Mobile Command Post bus can begin. Internet access and email communications between City and County Emergency Operations managers will be tested. G. Grant Proiect Final Testing and Acceptance-Month 8 After the information sharing enhancements have been installed at both the Police station and in the Mobile Command Post bus, I.T. staff will start the formal acceptance and test period. This period affords the vendors time to check the systems while providing training to our I.T. staff. Once acceptance and training are completed the system can be placed into normal day-today operation and the vendor can invoice the City to prepare and close the project. H. Final Project End When the Blackberry Enterprise server components are installed and the Internet and Firewall Network enhancements are tested and operational, the vendors will forward invoices for review and payment. The City accounts payable process takes approximately 3 weeks to process and mail vendor payments. Page 3 of 4 Exhibit "A" FY 2009 HOMELAND SECURITY GRANT PROJECT No. CProject Narrative 3. Provide a performance timeline for your proposed project. Make sure that the timeline you are proposing is "reasonable". A. October 2009 Bid packages are developed and sent out for competitive bid. B. November 2009 Bids will be evaluated and purchase orders will be issued. C. December 2009 Hardware installation and software testing and acceptance. D. January 2010 Internet connectivity and Firewall installation. E. February 2010 Mobile Command Post bus connectivity and Network installation. F. March 2010 Project final testing and acceptance (all phases). G. April 2010 Product systems testing and basic user refresher training. H. May 2010- Financial project end (invoicing, payment and final budget review). 4. Indicate if your proposed project will be procured through "sole source" and/or is an EOC project. The Blackberry Enterprise Server software is the only component that is procured through a "sole source"vendor(RIM Corporation). /Aglease check the appropriate box., ❑ Our agency currently has spending authority for the requested funds. X Our agency does not currently have spending authority for the requested funds. Please explain below: Spending authority for the requested funding is contingent upon project approval and City Council acceptance of the grant Appropriation adjustments will be made once the grant is approved Page 4 of 4 `o m n n n W 3 a W a-S o .. w:-i it Kit it ik d U N la a C C C m m N W W W W N m _ N I D! O Q » 9 W M a 0 a` U O N Z: W N 2 } % K O w o m x X x x x U a w m rn .�I yry V m Lam' )O Hi W LL W U m 2N W W �- o ci0 m2 � S O W {j E N m m T N LL `Ol C ¢ .i it Z V m p l y V IL y g 0 Z p a - mom b !P2 F W 3 d - u H - :� g ; W 'm o LU EG � LL ; W w W SDE 0 o cr Z W o at jZ ? � gD � W < O W 'c mj, g 4 q o0 o y O LU O E _ ° 33od (S W - mSUZU O W a `8 r c � g000 m o m Z y. K a c a S 0 0 1 $ d E w CL 2 m .' m 0 Z L` LL J G! O E W o _ C G O G m V �p U m m m y } m c LL N t Om d v o 0 o y 'v m o p woo U � o E E s c W W C C — C W E S N . W w m E W E o E m o W m t m a`� N 41 U � Ud m E G aaam m m m m EO1n Z n . CY Y .- . c o E mm > > o ms , ama D © U 6 a : mmaaa t $_ c N m Z c u m m m d = y ,.,U a Exhibit"B" San Bernardino Police Department FY 2009 Homeland Security Grant Budget Narrative i 1. Blackberry Enterprise Server Software 4.7(Upgrade) Cost: $ 5,000.00 The City of San Bernardino operates a citywide Blackberry Enterprise Server at the City Hall IT j Department to provide mobile email communications for most City managers including executive managers for the Police and Fire Departments. The server operates on the original version of the software(Version 4.0) and it has never been upgraded. This upgrade will allow critical Emergency Operations Center managers,executive leaders,and political officers of the City to use the most current version of the communications software used with their City provided Blackberry telephones. This information sharing enhancement will improve mobile communications and help provide the highest level of accept to our Emergency Operations Center managers around-the-clock. 2. Blackberry Enterprise Server Software 4.7(Addition) Cost: $5,000.00 © To improve information sharing during catastrophic incidents the City of San Bernardino wishes to expand its mobile Blackberry communications options. The existing citywide Blackberry Enterprise Server resides at the City Hall IT Department. All communications with this device from the Police Department and the Emergency Operations Center(inside the Police Department's headquarters) must be sent to City Hall for transmission on the public telephone network. This additional software suite would enable a Public Safety Blackberry Enterprise Server to be hosted at the Police Department. Critical public safety communications will be able to flow from the Police Department straight to the public telephone number. This enhancement improves our critical communications abilities and eliminates a potential point of failure during an extreme catastrophic incident. 3. Blackberry Enterprise Server Hardware (Upgrade) Cost: $ 6,000.00 The existing Blackberry Enterprise Server used by the City's IT Department operates from a standard desktop computer with a modest hardware configuration. This basic desktop computer has never been upgraded and has been in service for about 4 years. This server upgrade will install a professional rack mounted server that can be installed in an existing high availability computer rack. The extra memory and storage space will improve perform and add stability to this important information sharing device. Exhibit"B" 4. Blackberry Enterprise Server Hardware (Additional) Cost: $ 6,000.00 This item will provide a second server that will be used with the new Public Safety Blackberry Enterprise software (Item 2). It will be installed inside the Police Department in an existing high availability computer rack. To help insure that hardware support can be provided in a timely manner,this new server will match the device requested (Item 3)to replace the existing desktop computer server used at City Hall. S. Public Safety Internet Connection (Additional) Cost: $15,000.00 The City of San Bernardino has one connection to the public Internet. This connection resides at the City Hall complex in the IT Department. All Internet connectivity from the Police Department and the Emergency Operations Center must access the public Internet via the City Hall complex. The Police Department wishes to enhance its ability to provide Internet access during catastrophic incidents and to help insure that the Emergency Operations Center can access the County Emergency Operations Center via "WebEOC"software by having a direct connection to the public Internet at the Police Department. This additional Internet access portal will include all connectivity hardware needed to access the Internet and the monthly service fee for a one year period. 6. Public Safety Internet Connectivity Firewall(Additional) Cost: $16,000.00 This new Internet security firewall will be used to provide security and access control to/from the © Internet for the new connection discussed in Item 5. To maintain operational consistency for City networking personnel,this firewall will match the existing firewalls used at City Hall to protect the City network from the public Internet. This step towards compatibility with existing firewall software and hardware will help insure that we provide a secure connection and access point to our Public Safety Personnel and our Emergency Operations Center staff. 7. Police Mobile Command Post Internet Connectivity(Additional) Cost: $12,771.00 The San Bernardino Police Department operates a large scale mobile field command post bus. This bus serves as a forward field command center during emergency incidents and special events. The command post bus cannot communicate with the Police Department orthe Emergency Operations Center in a wireless/Internet mode. This information sharing enhancement will enable the field command staff of the Police Department to have Internet access,via satellite, and email access wherever the bus may be within our City. This new communications path will enable manages to access information and communicate via email with City executive managers, Emergency Operations Center personnel (at City,County,State, and Federal levels)from the field while they work on critical issues. Additionally,this enhancement will provide a small localized "wireless" network at the command post bus for City personnel to connect laptop computers up and gain access to the same communications tools while within in the general area of the command post bus.