HomeMy WebLinkAbout05.F- Police Department 5.F.a
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City of San Bernardino
Request for Council Action
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Date: January 9, 2017
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To: Honorable Mayor and City Council Members
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From: Mark Scott, City Manager
By: Jarrod Burguan, Chief of Police
Eric Fyvie, Sergeant
Subject: Emergency Management Performance Grant Allocation w
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Recommendation co
Adopt a Resolution of the Mayor and City Council of the City of San Bernardino
authorizing the receipt, obligation and appropriation of the FY16 Emergency o
Management Performance Grant allocation and issuance of a purchase order to Mallory
Safety Equipment and Supply I^t_C.
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Background °
The City of San Bernardino is a sub-recipient of the Emergency Management o
Performance Grant (EMPG), a Federal grant administered through the County of San a
Bernardino. Historically, the Fire Department administered both the Fire and Police
portions of the grant. In FY201612017, the Police portion of the grant will be
administered by the Police Department. The Fire portion will be retained and
administered by San Bernardino County Fire. This grant is a non-competitive allocation
available to the City each year. The FY16 EMPG grant allocation amount is $38,549 E
with a dollar for dollar match of $38,549. The project approved under the EMPG grant t
must be completed no later than May 31, 2017. a
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The City of San Bernardino's Emergency Operations Center (EOC) was built and E
furnished in 1995. The furniture, computers, printers, cabling and TV display monitors
have fallen into disrepair. Utilizing the National Incident Management System, first
responders and other members of the response team work cooperatively to plan for,
respond to and recover from emergency events including acts of terrorism and natural
disasters, and a properly equipped and functioning EOC is vital to these efforts. Fire
and Police have worked cooperatively over the last several years to restore the function
of the City's EOC utilizing Homeland Security Grant Program (HSGP) funds. The w
receipt and use of the EMPG funds will further support the capabilities in the EOC.
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Since the beginning of the EOC project in 2013/2014, furniture was replaced, structural
improvements were made to the building to support the installation of eight video a
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monitors, a portion of the computers and cabling have been replaced and new printers
were purchased. The HSGP 201151216 funding was allocated to maximize the function
of situational awareness in the EOC, installing monitors in the Main training roam and a
matrix switcher.
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Discussion
The FY16 EMPG project will specifically enhance communication and information a
sharing abilities. This project will furnish the EOC with a personnel tracking system.
Additionally, a total of five workstations will be added to the EOC and the EOC training E
room will be outfitted with speakers, audio amplifier, and a computer input plate.
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Personnel Tracking
Building on the lessons learned from the Dec 2, 2615, IRC terrorist attack, a Personnel
Accountability System will be implemented using the FY16 EMPG funding. This system
will track victims, first responders, volunteers, and equipment. This project provides
personnel accountability, victim management, on scene incident management and off w
scene monitoring. There is currently a gap in the efforts to track victims, first responder o
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personnel, incident management personnel, volunteers, and equipment needed during
a large-scale events, and this system will help close that gap.
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The Personnel Accountability System can be utilized to create IDs (credentialing) and
track responders, victims, evacuees, visitors, and civilians at a large event. The tracking
system will allow for integration with existing CAD systems and interoperability with
smart phones and tablets. The system also can include software to create forms and
reports that are standardized with SEMS/NIMS and ICS methodology. Cost- $10,228. o
The equipment capability will include the following:
• Off-Site Monitoring
• Personnel Management
• Equipment Accountability o
• Victim Management
• On Scene Incident Management a
• Scene Security - Credentialing Personnel
• Check-In/Checkout Capabilities
• Training Exercise/Special Event Personnel Tracking
• Enhanced Multi-Agency Interoperability
• CAD Integration
• Situational Awareness/Common Operating Picture
• Real-Time GIS Mapping
• Patient/ Evacuees Tracking w
• GIS Tracking personnel in specified hot/warm/cold zones
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Additional Workstations
The EOC facility allows the gathering and sharing of information on large scale
emergency events. EOC responders will operate the EOC to fulfill planning and a
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management roles during emergency events. Adding additional workstations to the
EOC will enhance the functionality of the EOC. This project entails adding an additional
five workstations to the EOC. The workstations will consist of computer workstation,
desk, storage, and chairs. Cost: $18,890.
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Mallory Safety & Supply is a U.S. Communities vendor. U.S. Communities is the leading 0
national government purchasing cooperative, providing world class government 0
procurement resources and solutions to local and state government agencies, school
districts (K-12), higher education institutions, and nonprofits looking for the best overall E
supplier government pricing. Mallory Safety & Supply works directly with VectorUSA,
who services local contracts.
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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 32x32 AN Matrix Switcher using UTP
HDbaseT technology was designed and implemented for the EOC. The new proper E LU
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. s
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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 2
project with a vetted vendor. Cost: 9,431. o
Fiscal Impact
Acceptance of the EMPG grant in the amount of $38,549 is an addition to the Adopted ;a
FY 16/17 budget. Expenditures made for the eligible projects discussed above will be W
reimbursed afer the project completion date of 5/31/2017. A cash match of $38,549 is c
also required and will be matched with the salary of the Sergeant in charge of CO
Emergency Management during the grant period. The required documentation ,0
including personnel activity and payroll reports will be provided, and there will be no a
financial impact on the City's General Fund.
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Conclusion
Accept the EMPG grant in the amount of $38,549 and issue a purchase order to Mallory
Safety and Supply LLC.
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Attachments
Attachment 1 — EMPG FY16 Project Approval Notification Letter 0
Attachment 2 — EMPG FY16 Project Narrative E
Attachment 3 — EMPG FY16 Modification Request
Attachment 4 — EMPG FY16 Sole Source Request Form
Attachment 5 — FY16/17 Grant Budget Detail Z
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Ward: All
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Synopsis of Previous Council actions. E
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5.F.b
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
3 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. o
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6 BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY o
OF SAN BERNARDINO AS FOLLOWS: a
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SECTION 1. The Mayor and City Council of the City of San Bernardino hereby 0
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9 authorize the City Manager, or his designee,to accept and administer the FYI Emergency cu
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10 Management Performance Grant allocation in the amount of$38,549 as a sub-recipient of the 0
11 County of San Bernardino pursuant to the procedures contained in the project approval
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notification attached hereto,marked Attachment"1" and by this reference made a part thereof.
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SECTION 2. The Director of Finance of the City of San Bernardino is hereby
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15 authorized and directed to appropriate $38,549 into account number 123-210-8551 and
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16 incorporate the changes into the FY2016/2017 Adopted Budget, and to obligate the allocated
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17 Emergency Management Performance Grant monies for equipment purchases as outlined in
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the attached Modification Request submitted by the Chief of Police,marked Attachment"2" 2
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and by this reference made a part thereof.
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SECTION 3. The Director of Finance of the City of San Bernardino is hereby w
21 to
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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 Q
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justification for this purchase.
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I 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.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor o
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6 and City Council of the City of San Bernardino at a o
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7 meeting thereof, held on the day of , 2017, by the following vote,
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t0 wit:
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Council Members: AYES NAYS ABSTAIN ABSENT
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11 MARQUEZ
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12 BARRIOS °'
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13 VALDIVIA
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SHORETT
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NICKEL
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17 RICHARD 00
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18 MULVIHILL r o
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20 Georgeann Hanna, CMC, City Clerk a.
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The foregoing Resolution is hereby approved this day of , 2017. CO
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24 R. Carey Davis, Mayor
25 City of San Bernardino Q
26 Approved as to form:
Gary D. Saenz, City Attorney
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28 By:
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5.F.c
.,.,.., SAN BERNARDINO COUNTY FIRE DISTRICT Office of Emergency
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www.sbcftre.org
1743 Miro Way•R'aito,CA 92376•(909)356-3998•Fax(909)356-3965
Mark A.Hartwig
Fire Chief/Fire Warden
MR Mike Antonucci
Emergency Services
Manager
September 15, 2016
TO: FISCAL YEAR 2016 (FY16) EMERGENCY MANAGEMENT PERFORMANCE
GRANT (EMPG) PROGRAM SUBRECIPIENTS o
SUBJECT: FY16 EMPG PROJECT APPROVAL NOTIFICATION o
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This letter is to inform you that your city/town's application in the FY16 Emergency Management c
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.).
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The Operational Area's grant performance period is July 1, 2016 to June 30, 2017. However, ,0
in order to successfully reconcile all projects, submit final reports for the Operational Area by the a
shortened Stag 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. a�
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). c
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Please follow the procedures below:
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1. Match: The EMPG grant requires a dollar-for-dollar cost share and can be fulfilled by 00
expending non-federal dollars, via cash or in-kind match (in-kind must have prior 00
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. m
2. Modifications: Any changes to a project require obtaining pre-approval from the State C
prior to incurring any cost. 2
3. Performance Reports: Track and report cumulative project progress/status, and submit Q
signed report quarterly.
4. Reimbursement Requests: Submit copies of original invoices clearly outlining the grant U.
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).
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Please follow the additional grant information as outlined in the State & Federal guidelines, q
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
subiect to compliance with the FY16 EMPG Grant Assurances.
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FYI EMPG PROJECT APPROVAL NOTIFICATION
09/15/2016
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PAGE 2OF2
The mandatory quarterly Performance Reports reflecting activities for the 15t 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) _
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1St Quarter Cumulative Mandatory Performance Report 1015/2016
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1 s'Quarter Modifications 10/512016
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EHP, Sole Source and Critical Emergency Supplies 12/9/2016 c�
Submittals
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Submit documents electronically to kkehI(@-sbcfire.ora and mail the original with wet signature a
to:
San Bernardino County Fire E
Attn: Grants Administrative Unit
157 Vilest 5th Street, 2"d 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.
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Sincerely,
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MICHAEL ANTONUCCI, Emergency Services Manager �
San Bernardino County Fire Protection District E
Officer of Emergency Services
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cc: Grant Administration Unit U-
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Attachment G
FY16 EMPG
Project Narrative and Work Plan
NOTE: Complete a separate Protect Narrative and Work Plan for each proposed protect
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):
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1. Information Management 6. Emergency Responder Credentialing
(� 2. Care and Sheltering 7. Planning _o
fW 3. Alert and Warning F 8. Exercises a
r 4. Special Needs F 9. Regional Catastrophic Planning
(- 5. Mass Evacuation " 10. COOP and COG Planning
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Please answer the following questions:
1. Provide a brief description (maximum 2 paragraphs) of the proposed project and how it supports the E
State priority.
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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 E
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 c
cooperatively in a properly equipped and functioning EOC. The Emergency Operations Center improves g
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 m
positions. E
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The equipment will enhance emergency management functions including mitigation, preparedness, o
response, and recovery. The equipment will ensuring that the goal # 2 set by the California Office of v
Emergency Services to strengthening California's ability to plan, prepare, and provide resources to mitigate N
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. E
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2. Provide a detailed description on how you plan to manage your proposed project.
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This project will be managed by the Emergency Operations Manager. The equipment will be purchased as 0
soon as the grant is awarded and council approves the items. W
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3. Provide a detailed description on how you plan to account for and manage the required 50/50 cost-
match of the proposed project. f0
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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".
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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. c
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NIMS REQUIRED COURSES c
Aligned to
Multi-Year
Training C9
EMPG Funded Employee (Yes or
Name IS 100 IS 200 IS 700 IS 800 No) R
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FEMA PROFESSIONAL DEVELOPMENT SERIES
Aligned
to Multi- v
Year a=i
Training
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EMPG Funded (Yes or E
Employee Name IS 120.a IS 230.D IS 235.6 IS 240.13 IS 241.13 IS 242.6 IS 244.13 No) w
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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
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Attachment G
FY16 EMPG
Project Narrative and Work Plan
ILExercise 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) 1 st 2nd 3rd 4th Submitted
Game) Qtr. Qtr. Qtr. Qtr.
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Please check the appropriate box.
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X Our agency currently has spending authority for the requested funds. E
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❑ Our agency does not currently have spending authority for the requested funds. Please explain below: a
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SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
MODIFICATION REQUEST
GRANT YEAR: 2016 PROGRAM: HSGP X EMPG
Date Prepared: 12/6/2016 Jurisdiction Name: City of San Bernardino
Person Requesting: Eric Fyvie Title: Sgt./EOM
Project#: L Project Type: 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 Qty) AEL Title AEL No. Total Cost G
1 Monitor Speakers(8)/Input Plate(1) Computers/Hardware 04HW-01-INHW 9,431.00 •0
2 Rapid Tag System 1 Computers/Printer 04HW-01-INHW 10,228.00 CU
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3 Employee-Existing 18,890.00 O
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TOTAL PROJECT AMENDED/CHANGE* 38,549.00
AMEND/CHANGE THE FOLLOWING PROJECTS
TO (Requested Change) Type of Match : Cash In-kind E
Item 0
No Project Description(Include Quantity) AEL Title AEL No. Total Cost W
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 EOC Workstations(4) Equipment/Supplies 21GH-00-OCEQ 4,093.00 0
4 EOC Office Desk(1)Chair(1) Equipment/Supplies 21GH-00-OCEQ 4,203.00
5 EOC Monitor Mounts(4), Key Board Trays(5),Chairs(3) Equipment/Supplies 21GH-00-OCEO 10,594.00
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TOTAL PROJECT AMENDED/CHANGE 38,549.00 N
ADD THE NEW FOLLOWING PROJECTS Type of Match : Cash In-kind
Item N
No Project Description(Include Quantity) AEL Title AEL No. Total Cost
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2 W
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4 00
0
5 00
TOTAL PROJECT ADDED N
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DELETE THE FOLLOWING APPROVED ALLOCATED PROJECTS E
Item
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No Project Description(Include Quantity) AEL Title AEL No. Total Cost
1 Employee-Existing 18,890.00 Q
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TOTAL PROJECT DELETED 18,890.00 N
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DE-OBLIGATE THE FOLLOWING APPROVED ALLOCATED PROJECTS R
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No Project Description(Include Quantity) AEL Title AEL No. Total Cost
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2
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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:
Signed:
Date: 12/12/2016 Date:
MUST BE SIGNED BY AUTHORIZED AGENT
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Jurisdiction Name waiting the modification.Please be sum toinclude"City of,"F.D.",or"P.D.*�
_,Indicate your posifion-tWe
This is normally a lefterassimed to the Project bythe Grams, nit
�vp. [Plea n,orExercise.It multi
hould match the amount of the"TOTAL PROJECT AMENDED/CHANGE"in the"FROM(Appromd Allocation)"
action,or greem-shaded cells,also dencited-by an astedsk-(').
Please Note: In this wksheet.list only the noiects!"Ibe affected.
FROM(Approved Allocation): �.'ddld
am released to OES.
Use tfiis section or inomasesimaluctions in amounts only,and Ywfthen the Pri esc puom remain me-same-If-
TO(Requested Change). Me Project Descriptions in FROM end TO are differi(i.e.request to change planning project to equipment),see
ADD THE NEW FOLLOWING PROJECT I rdicide—proposed proiect information. --------
j1jj4F.r-a.11.--connipate proects with their full allocationsi.To delete,enter the full amount.
M-ing Funds from One Projectio Input information from both approv UVmjects in the FROM(Approwd Alloc on section.Enterthe inforniation U
Ano 'a the 0
Reducing a Project's Allocation and De. Enter the approved projects Information in the FROM(Approved Allocation)section and enter the pri
obligating Funds to DES intonation with Ifici reduced mount in the TO(Requested Change)s,ection,In the DE-OBLIGATE section,enter
1.ffIh-Prqj..t(.)-b.1qgri to dl:d(reduced,in this case)infornriation in the TO(PENDING CHANGE)section.Enterthenewfuroject
adl a new pmject Iff.-rinnationindIs ADD THE NEW FOLLOWING PROJECTS section.
2 If Pmjectfal am being delete to add a FOLLOWI�b APP�O�ED ALLOCATED PROJECTS section,enter the project Information you vAs h to d late,
—project(s) Note dud the deleted praject information should math the linformaboninthe FROM(Appm,md Allocation)im.n. E
Enter the ne.gaostg intheADDTHE FOLLOWING PROJECTS section. 0
3./iProjectis)am being delete`0 increase FOLLOWING APPROVED ALLOCATED PROJECTS section,enter the project inforinnation you vAsh to delete. It
the allocalons,of appromd prcook.) Enter the promd pmjacts to be increased in the TO(Request Change)section NOTE:that the FROM ID
Appromd Allocation)project annours shouid match the amourd in the TO(Request Cha.a)section 0.
PIRMI(Hand Match) _Includes nomfedeml cash spent for project-at c sis un.ngthaDerformance eriodofthe2mnL_
2.In-ii Match(Soft Match) Ini,ludes,but is not limited to,the w1ustion of donated services rthird rtnbuti:within the Perforinnance Period.
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Approve]must be obtained Mon,C i
service and an established rate for an egUwlerd classification that muld wirmakpirovide the same services.
For-quilipment match,a fair market appraisal must be obtained by the subreclipient to determine equipment market
value at the time of donation.
the allocation be.-..
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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
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1. Project name: Emergency Operations Center Enhancement Project Project Budget: $9,43 1.00
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2. Describe the project and/or activity that will be provided by the proposed sole source a
vendor/contractor. a
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The contractor(Mallory Safety& Supply/VectorUSA) 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 `o
technology was designed and implemented for the EOC. The new proper input and output a
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 q
sources are able to distribute sound with this new audio system within the EOC only.
CZ
Mallory Safety& Supply/VectorUSA 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.
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3. Describe your organization's standard procedures when sole source contracting is considered, w
including the conditions under which a sole source contract is allowed, and any other applicable
criteria(i.e. approval requirements, monetary thresholds, etc.). 00
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 U
Common Council approve Mallory Safety& Supply as a selected source justification for this y
purchase. a
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4. Indicate which of the following circumstances resulted in your organization's need to enter into a
sole source contract.
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a. Item/service is only available from one source(Describe the process used to make that U
determination. Please provide details.) Q
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
Packet Pg. 102
S.F.c
The research for this project began in June 2014. Since that time, three separate
companies have been contacted these companies include HAVS, 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 o
procurement resources and solutions to local and state government agencies, school
districts (K-12), higher education institutions, and nonprofits looking for the best overall o
supplier government pricing. Mallory Safety& Supply works directly with VectorUSA, Q
who services local contracts. c
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 t
essential in future integration of the EOC to existing surveillance systems operated by a
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 E
funding provided by Homeland Security Grant FY 2014/2015. This is a continuing
project with a vetted vendor. cc
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5. Did your organization confirm that the contractor/vendor is not debarred or suspended?Yes. d
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6. Will your organization be able to complete all activities associated with the sole source contract w
by the end of the grant performance period?Yes. CO
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7. Has your organization determined the costs are reasonable?Yes.
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8. Please attach a copy of the cost benefit analysis prepared for this procurement. N/A
a
Submitted by Eric Fyvie Date: 12/12/16 <
(Name) (Signature) U_
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Cal OES SSRF rev 8/1/13
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CITY OF SAN BERNARDINO, CALIFORNIA
DEPARTMENT - POLICE
PROGRAM - 8551
FY2016-17 FY2017-18
BUDGET BUDGET _
Account Number Description ESTIMATES ESTIMATES TOTAL
O
Grant Name: EMPG v
0
s Salaries
Q
5011 Salaries perm/fulltime
5013 Automobile allowance
5014 Salaries temp/parttime a)
5015 Overtime O
Total:Salaries - - - E
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O
Benefits `t
a�
Workers compensation 0-
5027 Health and life insurance
a�
5028 Unemployment insurance E
5029 Medicare
Total: Benefits
m
Total:Salaries&benefits - - -
Maintenance and Operations >+
U
5111 Material and supplies
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5112 Small Tools&Equipment 20,394 20,394
5131 Mileage - W
5132 Meetings and conferences
5133 Education and training o
00
5172 Equipment maintenance rt
5174 Printing charges
5175 Postage y
5176 Copy machine charges - E
5102 Computer Equip Under$5000 2,600 2,600 U
ca
5193 Grant match 38,549 38,549 Q
Total: Maintenance and Operations 61,543 - 61,543 q
Contract Services U LL
5181 Other Operating Expense - W
.-:
5505 Other professional services 5,327 5,327 C
m
Total:Contractual Services 5,327 - 5,327 E
Capital Outlay U
ca
5702 Computer Equipment over$5000 10,228 10,228 Q
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
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