Title
a. Approve & authorize the Contracts / Purchasing Officer to sign a Memorandum of Understanding between County of Monterey and City and County of San Francisco and the included Grant Assurances Document (Appendix B), to receive funds in the amount of $1,050,000 as partial payment for the purchase of a Computer Aided Dispatch System for the Emergency Communications Department ($1,000,000) and the purchase of a Joint Information Center Mobile Support Kit for the Office of Emergency Services ($50,000);
b. Approve non-standard terms and conditions based on the recommendation of the Director of the Department of Emergency Communications; and
c. Approve & authorize the Contracts / Purchasing Officer to sign up to three (3) future amendments to the Memorandum of Understanding where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve & Authorize the Contracts / Purchasing Officer to sign a Memorandum of Understanding between COUNTY OF MONTEREY and CITY AND COUNTY OF SAN FRANCISCO and the included Grant Assurances Document (Appendix B) to receive funds in the amount of $1,050,000;
b. Approve non-standard terms and conditions based on the recommendation of the Director of the Department of Emergency Communications; and
c. Approve & Authorize the Contracts / Purchasing Officer to sign up to three (3) future amendments to the Memorandum of Understanding where the amendments do not exceed ten percent (10%) of the original contract amount and do not significantly change the scope of work.
SUMMARY/ DISCUSSION:
The Department of Emergency Communications (ECD) was originally awarded a grant from the Federal Emergency Management Agency (FEMA), Urban Areas Security Initiative (UASI), through the applicable Bay Area Urban Area (UASI Region) in the amount of $750,000 for the FY2013 grant cycle. Due to project timing issues and grant administration, this funding was inserted into the FY2014 UASI Grant cycle.
The ECD was awarded an additional $250,000 from the FEMA UASI Grant Program, through the Bay Area Urban Area Approval Authority ("Approval Authority"), in the FY2014 grant cycle bringing the total award to $1,000,000 for the FY2014 grant cycle. The funding will be used to purchase a new Computer Aided Dispatch (CAD) system. The CAD system is the backbone of the Emergency Communications center as it is solely responsible for determining the location, jurisdiction, and desired response of law enforcement, fire protection, and emergency medical responders. The CAD system replacement may also include a Records Management System (RMS), Mobile Data Communications System (MDCS), and the capability to link to link to CAD systems in other 911 centers. The MDCS (in this case, laptops in police and fire response vehicles) provides a critical link to all agencies served by the Department and provides data to the agencies through several data transfers using RMS which is important for agency response, staffing, and providing reports.
Tiburon, Inc. is the provider of the current CAD 911 dispatch system. This current CAD system is over 14 years old and has been in place since 2000 following the County's execution of an Agreement in 1997 to replace the previous system. The current vendor has announced that the end of life for this system is March 31, 2017. Currently, the vendor provides basic maintenance only and no support for upgrades or enhancements.
ECD has engaged L.R. Kimball to conduct a functional needs analysis and create functional and technical specifications for an RFP for the new CAD system. This RFP is planned for release in early FY2015/16.
Monterey County Office of Emergency Services (OES) was also awarded an additional and separate FY2014 UASI Grant of $50,000. To reduce administrative time and workload, the two grants have been included on the single MOU between the grant administrator and the County. The OES grant is for the purchase of Public Information "go-kits" for Monterey, Santa Cruz and San Benito County Public Information Officers. This will enhance the capability of public information officers to be mobile and available to Incident Management in the field providing services in remote locations.
OTHER AGENCY INVOLVEMENT:
The MOU and Grant Assurances document have been approved by Risk Management as to indemnification and insurance provisions and by the Auditor-Controller as to fiscal terms. The Information Technology Department has reviewed and approved the technology requirements of the MOU.
County Counsel has reviewed but has not approved the MOU and associated documents due to non-standard terms and conditions, including but not limited to the issue or whether San Francisco is the correct entity with whom we should be contracting, the ability of San Francisco to unilaterally approve or disapprove or process or withhold funds (without paying interest thereon), the waiver of Monterey County of any claims against San Francisco for the latter's actions or inactions, the lack of San Francisco liability for damages, venue in San Francisco, and requirement that Monterey County comply with San Francisco City/County procedures and ordinances to process and receive the grant funds authorized by FEMA and the applicable local Approval Authority.
OES has reviewed the MOU and confirmed their ability to comply with funding requirements.
FINANCING:
Planned expenditures impacting the FY2014-15 budget are not expected to exceed $100,000 and sufficient funds are included in the Emergency Communications Department adopted budget (Fund 001 Appropriation Unit EME001) for FY2014-15. FEMA UASI will reimburse the Department of Emergency Communications up to $1,000,000 for the projects based on actual expenses as well as up to $50,000 to the Office of Emergency Services for all expenditures allocated for Public Information Equipment.
Costs for future budget years will be requested in the appropriate fiscal year budget for the appropriate department. The ECD plans to submit an application to UASI to seek an additional $1,000,000 of project funding in the FY2016 grant cycle. If awarded additional grant funding, the Department will return to the Board for Approval and Authorization to enter into an additional MOU.
If additional grant funds are not awarded or if grant funds are exhausted, it is anticipated that additional project costs for the CAD will be shared by all agencies participating in the consolidated dispatch center based on the 911 Dispatch Services Agreement executed between the County and partner agencies. While total project costs are unknown at this time, the County's share is typically 30%.
Prepared by: Approved by:
__________________ ______________________
John Vaught William Harry
Administrative Manager Director
Emergency Communications Emergency Communications
769-8887 Date: _____________ 769-8880 Date: ______________
Attachments:
FY2014 UASI MOU