HomeMy WebLinkAbout2017-002 1 RESOLUTION NO. 2017-02
2 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
3 SAN BERNARDINO AUTHORIZING THE RECEIPT, OBLIGATION, AND
APPROPRIATION OF THE FY16 EMERGENCY MANAGEMENT PERFORMANCE
4 GRANT ALLOCATION AND ISSUANCE OF A PURCHASE ORDER TO MALLORY
5 SAFETY AND SUPPLY LLC.
6 BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. The Mayor and City Council of the City of San Bernardino hereby
9 authorize the City Manager, or his designee, to accept and administer the FYI Emergency
10 Management Performance Grant allocation in the amount of$38,549 as a sub-recipient of the
11 County of San Bernardino pursuant to the procedures contained in the project approval
12
notification attached hereto, marked Attachment"1" and by this reference made a part thereof.
13
SECTION 2. The Director of Finance of the City of San Bernardino is hereby
14
15 authorized and directed to appropriate $38,549 into account number 123-210-8551 and
16 incorporate the changes into the FY2016/2017 Adopted Budget, and to obligate the allocated
17 Emergency Management Performance Grant monies for equipment purchases as outlined in
18 the attached Modification Request submitted by the Chief of Police, marked Attachment"2"
19
and by this reference made a part thereof.
20
21 SECTION 3. The Director of Finance of the City of San Bernardino is hereby
22 authorized and directed to issue a Purchase Order to Mallory Safety and Supply LLC in the
23 amount of$9,431 utilizing grant account number 123-210-8551. Pursuant to San Bernardino
24 Municipal Code 3.04.101(b)(3)the Mayor and City Council approve a selected source
25
justification for this purchase.
26
27
28
1
1 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE RECEIPT, OBLIGATION, AND
2 APPROPRIATION OF THE FY16 EMERGENCY MANAGEMENT PERFORMANCE
GRANT ALLOCATION AND ISSUANCE OF A PURCHASE ORDER TO MALLORY
3 SAFETY AND SUPPLY LLC.
4
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
6 and City Council of the City of San Bernardino at a joint regular meeting thereof, held on the
7 91h day of January, 2017, by the following vote,to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9
MARQUEZ X
10
11 BARRIOS X
12 VALDIVIA X
13 SHORETT X
14 NICKEL X
15
RICHARD X
16
17 MULVIHILL X
18
19 George Hanna, C C, City Clerk
20 The foregoing Resolution is hereby approved this /1 ~day of December, 17.
21 1
22
le
23 R. Carey Davi , Mayor
City of San rnardino
24
Approved as to form:
25 Gary D. Saenz, City Attorney
26
By:
27
28
2
AWACffiMENT "1"
SAN BERNARDINO COUNTY FIRE DISTRICT Office of Emergency
Services
www.abctim.org
1743 Miro Way•Rialto,CA 92376•(909)356-3996•Fax(909)356-3965
Mark A.Hartwig
Fire ChletlFGe Warden.
Mike Antonucci
Emergency Services
Manager
September 15, 2016
TO: FISCAL YEAR 2016 (FY16) EMERGENCY MANAGEMENT PERFORMANCE
GRANT(EMPG) PROGRAM SUBRECIPIENTS
SUBJECT: FY16 EMPG PROJECT APPROVAL NOTIFICATION
This letter is to inform you that your city/town's application in the FY16 Emergency Management
Performance Grant(EMPG)Program has been approved. Please consider this letter as official
authorization to precede with your FY16 EMPG project(s), unless additional approvals are
required prior to incurring costs (EHP, Sole Source, etc.).
The Operational Area's grant performance period is July 1, 2016 to June 30, 2017. However,
in order to successfully reconcile all projects, submit final reports for the Operational Area by the
shortened State deadline and adhere to FEMA and State grant guidelines, all projects must be
completed on or before May 31, 2017, and all final documentation must be submitted to the
Grants Administration Unit on or before June 5,2017.
All reports, modification requests, deliverables, and supporting documentation must be
submitted to the Grants Administration Unit on a timely basis, and when applicable, with your
authorized agent's wet signature(in blue ink).
Please follow the procedures below:
1. Match: The EMPG grant requires a dollar-for-dollar cost share and can be fulfilled by
expending non-federal dollars, via cash or in-kind match (in-kind must have prior
approval, see attached FY16 EMPG Match Guidance). Both the cash match and in-kind
match must be submitted with proper supporting documentation when requesting
reimbursement.
2. Modifications: Any changes to a project require obtaining pre-approval from the State
prior to incurring any cost.
3. Performance Reports: Track and report cumulative project progress/status, and submit
signed report quarterly.
4. Reimbursement Requests: Submit copies of original invoices clearly outlining the grant
purchased item(s), proof of payment(s), SAM's verification, (2) sets of color photos
(equip), (3)quotes/bids, payroll reports, and personnel activity reports. For a complete
list of requirements, please refer to the Grant Reimbursement Check List(attached).
Please follow the additional grant information as outlined in the State& Federal guidelines,
FY16 EMPG Subrecipient Agreement and FY16 Application Workbook which your jurisdiction
has already completed and signed. Also attached is FY16 EMPG Cal OES Grant Assurances
which were not available at the time of application. There have been no substantial changes to
FY16 EMPG Assurances that would impact FY16 EMPG program procedures. However,
please be advised that acceptance of the FY16 EMPG grant funds makes your jurisdiction
subject to compliance with the FY16 EMPG Grant Assurances.
FYI EMPG PROJECT APPROVAL NOTIFICATION
09/15!2016
PAGE 2 OF 2
The mandatory quarterly Performance Reports reflecting activities for the I'Quarter are due
101512016. Review the project details and allocation amounts on the attached spreadsheet for
accuracy. If revisions are needed, please submit a Modification Request to the Grants
Administration Unit on or before October 5, 2016. Any further modifications for your projects
should be submitted on or before the quarterly deadlines below. EHP, Sole Sources and
Critical Emergency Supplies submission requirements are due no later than 1219116.
Documents Deadlines Due Dates (no later than)
I
1ST Quarter Cumulative Mandatory Performance Report 10/5/2016
1"Quarter Modifications 1 10/512016
i
t
EHP, Sole Source and Critical Emergency Supplies 12/9/2016
Submittals
Submit documents electronically to kkehI@sbcfire.org and mail the original with wet signature
to:
San Bernardino County Fire
Attn: Grants Administrative Unit
157 West 5t'Street, 2nd Floor
San Bernardino, CA 92415-0451
If you have any questions, please do not hesitate to contact our office at(909)356-3998. Thank
you.
Sincerely,
MICHAEL ANTONUCCI, Emergency Services Manager
San Bernardino County Fire Protection District
Officer of Emergency Services
MA:kk:kc
cc: Grant Administration Unit
Attachments
Attachment G
FY16 EMPG
Project Narrative and Work Plan
NOTE: Complete a separate Project Narrative and Work Plan for each proposed project
Applicant: City of San Bernardino
Project Title: Emergency Management
AEL No.: 04HW-01-INHW/21GH-00-OCEQ
State Strategy Goal and Objective Supported by the Project: 2 & 3
Indicate the State Priority Supported by the Project(Select All That Apply):
F✓ 1. Information Management (✓ 6. Emergency Responder Credentialing
F . Care and Sheltering r 7. Planning
F 3. Alert and Warning F 8. Exercises
F 4. Special Needs r 9. Regional Catastrophic Planning
r 5. Mass Evacuation f 10. COOP and COG Planning
Please answer the following questions:
1. Provide a brief description (maximum 2 paragraphs) of the proposed project and how it supports the
State priority.
The Emergency Operations Center equipment including a Personnel Accounting System, EOC
workstations, and EOC training room enhancement will allow for the sharing of information and improve the
ability to prevent, plan, respond, and recover from any terrorism event. Utilizing the National Incident
Management System,first responders and other vital members of the response team can work
cooperatively in a properly equipped and functioning EOC. The Emergency Operations Center improves
our City's ability to operate during emergency events. This project will specifically enhance communication
and information sharing abilities. This project will furnish the EOC with computer hardware, workstations,
and a personnel accountability system. These items are essential to the basic functions of the various EOC
positions.
The equipment will enhance emergency management functions including mitigation, preparedness,
response, and recovery. The equipment will ensuring that the goal#2 set by the California Office of
Emergency Services to strengthening California's ability to plan, prepare, and provide resources to mitigate
the impacts of disasters, emergencies, crime and terrorist events and goal#3 effectively respond and
recover from both human caused and natural disasters is met.
2. Provide a detailed description on how you plan to manage your proposed project.
This project will be managed by the Emergency Operations Manager. The equipment will be purchased as
soon as the grant is awarded and council approves the items.
3. Provide a detailed description on how you plan to account for and manage the required 50/50 cost-
match of the proposed project.
The 50/50 cost match for this grant will be supported by an in-kind match from the Emergency
Operations Manager's salary, the required documentation personnel activity and payroll reports will be
provided.
4. Provide a performance timeline for your proposed project. Make sure that the timeline you are
proposing is "reasonable".
Page 1 of 3
Attachment G
FY16 EMPG
Project Narrative and Work Plan
Once the grant is awarded and council approves the items, the equipment will be purchased. Upon
filling the position all EMPG grant requirements will be fulfilled in a 12 month period. The Emergency
Operations Manager will ensure that quarterly reports are completed within the required time line.
5. Training Data Table (Indicate the date that course was taken by the employee. Attached copy of
certification). If the employee has not taken the course, write the date that the employee plans to
complete the course in FY 2016. Important Note to Remember: To qualify for 2016 EMPG grant
funding, the program funded personnel must complete the required course or courses listed
below from July 1, 2016 to June 30, 2017.
NIMS REQUIRED COURSES
Aligned to
Multi-Year
Training
EMPG Funded Employee (Yes or
Name IS 100 IS 200 IS 700 IS 800 No
FEMA PROFESSIONAL DEVELOPMENT SERIES
Aligned
to Multi-
Year
Training
EMPG Funded (Yes or
Employee Name IS 120.a IS 230.D IS 235.6 IS 240.6 1 IS 241.13 IS 242.13 IS 244.6 No
6. Exercise Requirement (indicates the name of the exercise, location, and date the subrecipient plans to
attend or host the event). Important Note to Remember: To qualify for 2016 EMPG grant funding,
the program funded personnel must participate in at least three (3)exercises from July 1, 2016
to June 30, 2017 (12-month period). Response to real world events will not fulfill exercise
requirements.
Page 2 of 3
Attachment G
FY16 EMPG
Project Narrative and Work Plan
Exercise Date
Discussion- Operations-
Based
EMPG Exercise Based
Funded Name of Name of Host (Seminar, Exercise AAR& IP
Employee Exercise and Location (Drill,
Name Workshop, Functional, Will Be
TTX or Full-Scale) 1st 2nd 3rd 4th Submitted
Game) Qtr. Qtr. Qtr. Qtr.
Please check the appropriate box.
X Our agency currently has spending authority for the requested funds.
❑ Our agency does not currently have spending authority for the requested funds. Please explain below:
Page 3of3
SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
MODIFICATION REQUEST
GRANT YEAR: 2016 PROGRAM: HSGP X EMPG
Date Prepared: 12/6/2016 i Jurisdiction Name: City of San Bernardino
Person Requesting: Eric F vie Title: Sgt./EOM
Project#: L Project Type:I Organization/ Equipment
Total Allocation: * $ 38,549.00
1 AUTHORIZE THE COUNTY FIRE GRANTS ADMIN TO MAKE THE FOLLOWING CHANGES:
AMEND/CHANGE THE FOLLOWING PROJECTS
FROM (Approved Allocation) Type of Match : Cash In-kind
Item
No Project Description Include AEL Title AEL No. Total Cost
1 Monitor Speakers(8)/Input Plate(1) Computers/Hardware 04HW-01-INHW 9,431.00
2 Rapid Tag System 1 Computers/Printer 04HW-01-INHW 10,228.00
3 Employee-Existing 18,890.00
4
5
TOTAL PROJECT AMENDED/CHANGE* 38,549.00
AMEND/CHANGE THE FOLLOWING PROJECTS
TO (Requested Change) Type of Match : Cash In-kind
Item
N` :.. Project Description Include Quantity) AEL Title AEL No. Total Cost
1 MonitorSpeakers(8)/Input Plate(1) Computers/Hardware 04HW-01-INHW 9,431.00
2 Rapid Tag System 1 Computers/Printer 04HW-01-INHW 10,228.00
3 EOC Workstations(4) Equipment/Supplies 21GH-00-OCEQ 4,093.00
4 EOC Office Desk(1)Chair(1) Equipment/Supplies 21GH-00-OCEQ 4,203.00
5 1 EOC Monitor Mounts(4), Key Board Trays(5), Chairs(3) Equipment/Supplies 21GH-00-OCEO 10,594.00
TOTAL PROJECT AMENDED/CHANGE 38,549.00
ADD THE NEW FOLLOWING PROJECTS Type of Match : Cash In-kind
Item
No Project Description Include Quantity) AEL Title AEL No. Total Cost
1
2
3
4
5
TOTAL PROJECT ADDED
DELETE THE FOLLOWING APPROVED ALLOCATED PROJECTS
Item
No Project Description Include Quantity) AEL Title AEL No. Total Cost
1 Employee-Existing 18,890.00
2
3
4
5
TOTAL PROJECT DELETED 18,890.00
DE-OBLIGATE THE FOLLOWING`APPROVED ALLOCATED PROJECTS
Item
No Project Description Include Quantity) AEL Title AEL No. Total Cost
1
2 _
3
TOTAL PROJECT DE-OBLIGATED
Authorized Agent Name: Eric F vie To be completed by the County Fire Grants Unit
Title: Sgt./E.O.M. FMFW Request No.
Review/Approval
By:
ISigned:
Date 12/12/2016 Date:
MUST BE SIGNED BY AUTHORIZED AGENT
Date Pre erect Date that Ws form is bei com eted
Jur sd ctbn Name Name of uis6ction re uea6 the modification. lease ud sure to include"Ci of "where a icole.
Parson Requestina: Your
Title: me
Intlic eyourpos itiontitla
Pro act Y ha is norm a attar esai ne to o ct snits Linn
ro ecl lease indcae ann u ment ramn r anzation or x e.I multi a es exist iat all acted.
as
Total Albcetlon should match the amount Of the'TOTAL PROJECT AMENDEDICHANGE"in the"FROM(Approved Allocation)"
section or reen-shaded cells also denoted by an astenek
Please Note: —Int am at to v projects at be affected.
FROM(Approved Allocation): Enter rhea rove=fro cts tivou are repuestinp to be modified added deleted or tie-obli sled.
101odFed:I�riceaslrg o�easingTUnZa. ao�—beg.j;on o1T eu�i occunw p cfis re 1 or u a
e released to OES.
Useffis sec SonTor imreaseaTfe ucbonsin�mount.only,and ienEie?to7e Cescn�remamtile same IT
TO(Requested Change): the Project Deacdptlon in FROM and TO are different,(i.e.request to change planing project to equipment),see
D THE NEWFOLLOW1N fi:P.ROJECT...�vlridicale newe�rdlydormat_on_..._...—_---
For use of Deleting complete projects with their full allocations.To delete,enter the full amount
to {aunderdie-Total cost-c,I nentertM ONIV[he a�+oynLYllWEAShSq.de9Wlaate
Moving Funds from One Projecito nPIRT�rma�o�fram loo approve prc)e in pprovea�abon)secltonni iFei orm on
with the new amounts in tM TO Pendi Chan a action.
Reducing a Project's Allocation and De- Enter the approved projects information in the FROM(Approved Allocation)section and enter the project
obligating Funds to OES information with the reduced amount in the TO(Requested Change)section.In the DE-OBLIGATE section,enter
Deleting a Project a ng an e e prole ...r oje on in pprove "cation)sec on and
the same ro'ctinfoimation in the DELETE THE FOLLOWING APPROVED ALLOCATED PROJECTS section.
Addin New Pro acts See Scenarios Below
f.tlrhe Projecjec ere being[@dinged fo modified(reduced.in Ws case)information in the TO(PENDING CHANGE)section.Emer the new project
gQQ a new project information in the ADD THE NEW FOLLOWING PROJECTS section.
2.IfProject(s)arebeingde/eted to add a FOLLOWING APPROVED ALLOCATED PROJECTS section,enter the project information you wishto delete.
new project(s) Note that the tleleted project infgrmoon should match the information in the FROM(Approved Allocation)section.
.Emer the new ro sad o'dinformation in the ADD THE FOLLOWING PROJECTS section.
3.IfIo jecr(s)are being delete to incr ease_FOLLOWING APPROVED ALLOCATED PROJECTS section,enter the project information you wish to delete.
the af/ocoons olapprovedp vact(s) ;Emer the approved projects to be increased in the TO(Request Change)section.NOTE:that the FROM
I(Appmed Allocation)project mount should match the mount in the TO(Request Change)section Match
.0 o f.Cash Match Hard March Includes non-federel cash spent for ro'ct-related costs dun the ertormance nod of the rant.
xam Personnel nrel coats related to actiwbes or video die urchased the O .
2 In-Kind_Mafch1 oY eM Ilndud eybut is notlimite to tlwv uabon of donated services or r party_contnbutons within the
—� royal must ho obtained from CU. oval m be re E lafrom FEM4.
service and an established rate for an a walent classification that would normal rovide the same services.
For equipment match,afar market appraeal must be obtained by the subrecipiem to determine equipment market
value at the time of donation.
raved a nest Balance YA7M
Vend alance YYYY
Chan es in Balance
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
EMERGENCY MANAGEMENT PERFORMANCE GRANT-FY: 16
Grant Number: EMW-2016-EP-000 CalOES ID# 071-00000
Subgrantee name: San Bernardino County Project:
REQUEST FOR SOLE SOURCE PROCUREMENT AUTHORIZATION
I. Project name: Emergency Operations Center Enhancement Project Project Budget: $9,43 1.00
2. Describe the project and/or activity that will be provided by the proposed sole source
vendor/contractor.
The contractor(Mallory Safety& SupplyNectorUSA) has reconfigured wiring and/or cabling to
the (1)4x2 video-wall array with eight (8) 55" LED back light displays that was previously
installed. A new Modular Architecture 3202 A/V Matrix Switcher using UTP HDbaseT
technology was designed and implemented for the EOC. The new proper input and output
modules were selected to connect to the existing transmitter and receivers that were installed.
The Matrix function is able to select any source attached to Matrix Switcher and display content
to any of the wall mounted displays in both the EOC and EOC training room. All new media
sources are able to distribute sound with this new audio system within the EOC only.
Mallory Safety & SupplyNectorUSA will install an additional(8) speakers, (1) audio amplifier,
and (1) input plate to the existing system inside the EOC training room. This allows the audio
system to be utilized in the EOC training room. This is a continuing project with a vetted vendor.
3. Describe your organization's standard procedures when sole source contracting is considered,
including the conditions under which a sole source contract is allowed, and any other applicable
criteria(i.e. approval requirements, monetary thresholds, etc.).
The City routinely engages in purchasing activities that include at least three competitive bids but
if the specific equipment can only be located from one vendor and/or from the manufacturer, sole
source is allowed. Pursuant to San Bernardino Municipal Code 3.04.101(b) (3),the Mayor and
Common Council approve Mallory Safety& Supply as a selected source justification for this
purchase.
4. Indicate which of the following circumstances resulted in your organization's need to enter into a
sole source contract.
a. Item/service is only available from one source (Describe the process used to make that
determination. Please provide details.)
b. A public urgency or emergency will not permit a delay resulting from competitive
solicitation. According to the US Department of Homeland Security/FEMA, "Time
constraints will not be considered a factor if the subgrantee has not sought competitive
bids in a timely manner." (Describe the urgency or emergency. Please provide details)
C. After solicitation of a number of sources, competition was determined inadequate.
Cal OES SSRF rev 811113
The research for this project began in June 2014. Since that time, three separate
companies have been contacted these companies include HAYS, UNICOM Government
Inc., and Mallory Safety& Supply. All three companies proposed Video Wall designs or
ideas. HVAS provided an audio video system installation quote that exceeded the grant
fund amount. UNICOM Government Inc. prepared a technical customer requirement
document and participated in several meetings. UNICOM Government Inc. has since
declined to submit a quote for the video wall.
Mallory Safety & Supply is a U.S. Communities vendor. U.S. Communities is the leading
national government purchasing cooperative, providing world class government
procurement resources and solutions to local and state government agencies, school
districts (K-12), higher education institutions, and nonprofits looking for the best overall
supplier government pricing. Mallory Safety& Supply works directly with VectorUSA,
who services local contracts.
VectorUSA currently has several five-year multi-million-dollar contracts for the
installation of video surveillance systems in the San Bernardino City Unified School
District. This company possesses proprietary information on the integration of
surveillance systems in the City of San Bernardino. This proprietary information will be
essential in future integration of the EOC to existing surveillance systems operated by
San Bernardino City Unified School District. Mallory Safety& Supply in cooperation
with VectorUSA was able to develop and design a video wall system within the grant
funding provided by Homeland Security Grant FY 2014/2015. This is a continuing
project with a vetted vendor.
5. Did your organization confirm that the contractor/vendor is not debarred or suspended?Yes.
6. Will your organization be able to complete all activities associated with the sole source contract
by the end of the grant performance period?Yes.
7. Has your organization determined the costs are reasonable?Yes.
8. Please attach a copy of the cost benefit analysis prepared for this procurement. N/A
Submitted by Eric Fyvie Date: 12/12/16
(Name) (Signature)
Cal OES SSRF rev 811113
CITY OF SAN BERNARDINO, CALIFORNIA
DEPARTMENT - POLICE
PROGRAM - 8551
FY2016-17 FY2017-18
BUDGET BUDGET
Account Number Description ESTIMATES ESTIMATES TOTAL
Grant Name: EMPG
Salaries
5011 Salaries perm/fulltime -
5013 Automobile allowance -
5014 Salaries temp/parttime -
5015 Overtime -
Total:Salaries - - -
Benefits
Workers compensation -
5027 Health and life insurance
5028 Unemployment insurance -
5029 Medicare - -
Total: Benefits
Total:Salaries&benefits
Maintenance and Operations
5111 Material and supplies -
5112 Small Tools&Equipment 20,394 20,394
5131 Mileage -
5132 Meetings and conferences -
5133 Education and training -
5172 Equipment maintenance -
5174 Printing charges -
5175 Postage -
5176 Copy machine charges -
5102 Computer Equip Under$5000 2,600 2,600
5193 Grant match 38,549 38,549
Total:Maintenance and Operations 61,543 - 61,543
Contract Services
5181 Other Operating Expense -
5505 Other professional services 5,327 5,327
Total:Contractual Services 5,327 - 5,327
Capital Outlay
5702 Computer Equipment over$5000 10,228 10,228
5704 Equipment over$5000 -
Total:Capital Outlay 10,228 - 10,228
Credit/billables
5910 Credit-federal and state program funding -
Total:Credit/billables - - -
Total: Non-Personnel Expenses 77,098 - 77,098
Grant Total 77,098 - 77,098