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Adopt a resolution approving participation in the 2018 Homeland Security Grant Program for the period September 1, 2018 through May 31, 2021 and authorizing the Sheriff or his designee to take actions necessary for the purpose of obtaining grant funding; Approve an Appropriation Transfer Request (ATR) for FY2018/19 for $511,292 to recognize the unanticipated grant revenue (4/5 vote required); Approve $213,575 to purchase equipment, training, and protective gear; Approve fixed assets purchases of $272,153 to purchase a DNA sequencer for the County Public Health Lab and additional interoperable radio communications equipment; and Authorize the Sheriff or his designees to execute any service contracts and subsequent amendments necessary to fulfill the County’s responsibility under the 2018 HSGP Expenditure Plan and which remain within budgeted appropriations
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Published Notice Required? Yes ___ No _X__
Public Hearing Required? Yes ___ No _X__
DEPARTMENTAL RECOMMENDATION:
The Sheriff recommends that the Board of Supervisors:
1. Adopt a resolution approving participation in the 2018 Homeland Security Grant Program for the period September 1, 2018 through May 31, 2021 and authorizing the Sheriff or his designee to take actions necessary for the purpose of obtaining grant funding;
2. Approve an Appropriation Transfer Request (ATR) for FY2018/19 for $511,292 to recognize the unanticipated grant revenue (4/5 vote required);
3. Approve $213,575 to purchase equipment, training, and protective gear;
4. Approve fixed assets purchases totaling $272,153 to purchase a DNA sequencer for the County Public Health Lab and additional interoperable radio communications equipment; and
5. Authorize the Sheriff or his designees to execute any service contracts and subsequent amendments necessary to fulfill the County’s responsibility under the 2018 HSGP Expenditure Plan and which remain within budgeted appropriations.
SUMMARY
On May 24, 2018, the State of California’s Office of Emergency Services (Cal-OES) released notification of funding availability under its 2018 Homeland Security Grant Program (HSGP). These are federal funds allocated to the states to improve prevention and protection capabilities at the state and local levels to prevent terrorism and other catastrophic events, and to prepare for threats and hazards that pose the greatest risk to the security of the United States. The states in turn may award funds to counties or their equivalents to provide a range of preparedness activities, including planning, organization, equipment purchase, training, exercises, and management and administration.
Cal-OES awards its funding through a non-competitive grant process, which is administered through the State’s HSGP. The allocation that each county is eligible for was included in the notice of funding availability, which for Solano County is $511,292. Solano will have three years to spend the funds. The application deadline is scheduled for January 15, 2019 but is subject to change based on Federal approval. Cal-OES requires a Board resolution (Attachment A) to be submitted as part of Solano County’s application to finalize the acceptance process.
The Sheriff’s 2018 HSGP Expenditure Plan (Plan) is summarized in Attachment B and a more detailed description of the Plan is enumerated in the Discussion section of this report.
FINANCIAL IMPACT:
As indicated in the Cal-OES notice of funding availability, Solano County’s allocation is $511,292, with 25% of the total award to be allocated to Law Enforcement Terrorism Prevention-oriented activities and equipment. The HSGP does not include a match requirement. The Appropriation Transfer Request would increase appropriations by $511,292, and would serve to make enhancements to catastrophic incident planning, response and recovery though the purchase of necessary equipment and the provision of training. These expenditures would be entirely offset with unanticipated grant revenue; therefore, Board approval would not impact the County General Fund at this time. Future maintenance of equipment, storage, etc. may be required under the Sheriff’s Department’s budget. Grant expenditures will be reimbursed by Cal-OES as they are incurred, or on a quarterly basis, and would not significantly impact the County’s cash flow. Cal-OES allows three years, or through May 31, 2021, for the funds to be fully expended, and will only be subject to those expenditures outlined below.
Training: Seventeen percent (17%) or $87,300 of the grant funds will be used to conduct regional Hazardous Materials training and first responder training.
Equipment: Twenty-five percent (25%) or $126,275 will be used to purchase personal protective gear and six mobile radios. These projects will benefit the joint agency response teams, local law enforcement and fire agencies. Each agency will be financially responsible for the repair or replacement costs necessary to maintain the grant equipment distributed to them.
Fixed Assets Equipment: Forty-four percent (44%) or $227,310 of the grant funds will be used to purchase fixed assets interoperable radio communications equipment. Another nine percent (9%) or $44,843 will be used to purchase a fixed assets DNA sequencer for the County Public Health Lab.
Administration: Five percent (5%) or $25,564 will be used to offset salary and benefits costs for the Sheriff’s Office Accountant performing grant administrative activities. HSGP guidelines allow grantees to claim up to 5% of the total award for administrative activities.
The cost associated with preparing the agenda item is nominal and absorbed by the department’s FY2018/19 Working Budget.
DISCUSSION:
The National Preparedness Goal is for communities to be prepared for all types of disasters and emergencies, specifically to have community-wide capabilities to prevent, protect against, mitigate, respond to, and recover from the threats and hazards that pose the greatest risk. The National Preparedness System outlines an organized process for everyone in a community to move forward with preparedness activities to achieve this Goal. The 2018 HSGP is part of the National Preparedness System, and supports it by funding activities that build, sustain, and deliver the core capabilities of Prevention, Protection, Mitigation, Response, and Recovery. California’s HSGP administers funds to focus on improving prevention and protection capabilities at the state and local levels.
Solano County’s proposed 2018 HSGP Expenditure Plan was developed in consultation with the Solano HSGP Approval Authority Body, which is composed of the Solano County Sheriff, the County Public Health Officer, the Fairfield City Fire Chief, the Vacaville Fire Protection District Chief, and the Vallejo City Police Chief. Members of the Approval Authority Body are selected by the Police and Fire Chiefs’ Association. A detailed description of the Plan is enumerated below:
Interoperable Radio Communications Project: $227,310 to purchase interoperable radio communications equipment such as radio repeaters and antennas to outfit the proposed tower at the Vallejo Fairgrounds to move one step closer to regional interoperability. The on-going interoperable radio communications project is necessary to provide trunked radio signal coverage throughout Solano County and to transmit the newer digital trunked radio signal. Regional interoperability will benefit the entire County including the Sheriff’s Office, allied law enforcement and fire agencies, and its residents. Funds spent thus far have been in preparation for this project.
HAZMAT Project: $128,575 to provide hazard materials training and to outfit joint-agency HAZMAT Team personnel with protective suits and breathing masks to ensure the HAZMAT Team is response ready for potential rail car, pipeline, or terrorist exposures.
Mobile Field Force Project: $85,000 to provide a three-day First Responder Operational-Law (FRO) training and exercise for all participating agencies: Solano Sheriff’s Office and the Police Departments of Vallejo, Benicia, Fairfield, Vacaville, Suisun, Rio Vista, and Dixon; the purchase of personal protective equipment to combat chemical, biological, radiological and nuclear incidents; and the purchase of 6 dual-band APX7000 radios with headsets.
Public Health Project: $44,843 to purchase a fixed asset DNA sequencing system for the Solano County Public Health Lab which will enable the County to detect and identify infectious disease agents more quickly. The proposed equipment can identify various strains of flu viruses and other infectious diseases in a matter of hours instead of days, allowing Public Health to effectively respond to an outbreak by tailoring treatments to a specific strain.
The Solano County OES will manage and coordinate the program projects. The OES may initiate a reallocation of certain expenses to meet the needs of specific projects.
ALTERNATIVES:
The Board of Supervisors could choose not to authorize participation in the program, however, this alternative is not recommended as non-participation may negatively impact the County’s preparedness to secure the Solano Operational Area. Additionally, this alternative is not fiscally prudent as funds would be redistributed to other counties and without the funds, the Sheriff’s Office would not have sufficient appropriations to carry out the activities.
OTHER AGENCY INVOLVEMENT:
The Approval Authority Body within the Solano Operational Area approved the proposed application and expenditure plan. The Solano Operational Area, which includes the entire County, is represented by the Solano County Sheriff, the County Public Health Officer, city police departments, city fire departments, and local fire protection districts.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION