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Approve updates to the 2017 Homeland Security Grant Program Expenditure Plan and the 2018 Homeland Security Grant Program Expenditure Plan to reflect the movement of grant projects from one expenditure plan to the other and that remain within the respective grant awards
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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 approve updates to the 2017 Homeland Security Grant Program Expenditure Plan and the 2018 Homeland Security Grant Program Expenditure Plan to reflect the movement of grant projects from one expenditure plan to the other and that remain within the respective grant awards.
SUMMARY:
The Sheriff’s Office of Emergency Services (OES) reviewed the 2017 and 2018 Homeland Security Grant Program (HSGP) Expenditure Plans and is recommending modifications to individual projects and moving projects between the 2017 and 2018 plans to allow for the County to fully expend all grant funds and complete planned purchases within the grant periods. The recommended changes were approved by the Solano Operational Area HSGP Approval Authority Body on July 9, 2019, and then approved by the State of California’s Office of Emergency Services (Cal-OES) through the grant budget modification process on August 19, 2019. The Sheriff’s Office is now requesting the Board approve the changes to the HSGP expenditure plans. A detailed description of the significant changes are provided in the Discussion section of this report and are also outlined in Attachment A - HSGP Project Adjustments.
FINANCIAL IMPACT:
Solano County was awarded $510,683 under the 2017 HSGP for the grant period of September 1, 2017 through May 31, 2020; and $511,292 under the 2018 HSGP for the grant period of September 1, 2018 through May 31, 2021. Board approval of the updates to the 2017 and 2018 HSGP Expenditure Plans will not impact the County General Fund as the recommended changes to the HSGP Expenditure Plans do not exceed their respective grant awards (Attachment A) and the HSGP Working Budget is sufficient to realign appropriations between expenditure plans.
The cost associated with preparing the agenda item is nominal and absorbed by the department’s FY2019/20 Adopted 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, 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 federal 2017 and 2018 HSGP support the National Preparedness System by funding activities that build, sustain, and deliver the core capabilities of Prevention, Protection, Mitigation, Response, and Recovery. In turn, California’s HSGP administered by Cal-OES awards funds for the purpose of improving prevention and protection capabilities at the state, tribal, and local levels to address critical infrastructure protection and strengthen medical surge and mass prophylaxis.
Solano County’s 2017 and 2018 HSGP Expenditure Plans were approved by the Board on September 12, 2017 and December 4, 2018, respectively. These plans were developed in consultation with the Solano Operational Area 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 Chief’s Association. During the grant periods, the Approval Authority Body and Cal-OES have approved minor modifications to these plans. The Sheriff’s Office is returning to the Board since this recommended change is significant. The Approval Authority Body has approved the recommended expenditure plan changes including the significant changes described below. These changes are also outlined in Attachment A - HSGP Project Adjustments.
• Move Project: Fairfield Urban Search and Rescue (USAR) Vehicle from the 2017 HSGP Expenditure Plan to the 2018 HSGP Expenditure Plan. The project is to purchase a USAR vehicle for the Fairfield Fire Department to safely transport team members, tow the USAR trailer, and tow vital equipment which will increase response capabilities and improve incident response time. The original project was budgeted at $142,463 and included in the 2017 Homeland Security Grant Program (HSGP) Expenditure Plan approved by the Board of Supervisors on September 12, 2017. Agreement of vehicle specifications between fire agencies was delayed due to agencies responding to the many fires during the 2018 fire season. The agreed-upon specifications were provided to County Purchasing and bids were solicited. Bid responses came in overbudget and it was decided to cancel the original bid in accordance with County Purchasing Policy and the re-issue the bid at a later date. Unfortunately, vehicle production line schedules could not accommodate the new bid timeline. The project budget is recommended to be increased to $172,453 and moved to the 2018 HSGP to accommodate the revised build timeline and complete the purchase. The increased project budget for the USAR is fully offset by savings in other grant projects.
• Move a part of Project: USAR Team Support from the 2017 HSGP Expenditure Plan to the 2018 HSGP Expenditure Plan. Project provides selected team members with search and rescue training through a FEMA approved Rope Rescue course ($19,576). Training has been completed. The remaining 2017 project elements were reduced by $6,258.
• Move a part of Project: Benicia Fire Interoperable Radios from the 2017 HSGP Expenditure Plan to the 2018 HSGP Expenditure Plan. Project is to purchase up to nine portable multiband radios for the Benicia Fire Department to enhance interoperability communications among Benicia, Solano, Contra Costa, and Alameda Counties ($26,745).
• Move a part of Project: Hazardous Materials Team Support from the 2017 HSGP Expenditure Plan to the 2018 HSGP Expenditure Plan. Project is to purchase joint-agency personnel protective gear and support equipment necessary to ensure the team is response ready, maintain certifications, and have enhanced response capabilities ($10,000).
• Move a part of Project: Swift Water Rescue Team Support from the 2017 HSGP Expenditure Plan to the 2018 HSGP Expenditure Plan. Project is to purchase two replacement outboard motors and protective gear and support equipment for the Vacaville Fire Department personnel serving on the team ($15,000). The remaining 2017 project elements were increased by $6,421.
• Move Project: Motorola M2 CORE Upgrade from the 2018 HSGP Expenditure Plan to the 2017 HSGP Expenditure Plan. Project includes software updates and implementation services necessary to maintain the Core communications system, improve system functionality/operation with technology updates, and extend the useful life of the current Core system ($215,676). The remaining 2018 project element was reduced by $2,484.
• New Project: Operational Area Interoperability Communications to the 2018 HSGP Expenditure Plan. Project is to purchase a new control station combiner for the Dispatch Center to allow for continued interoperable communications as the City of Vacaville changes from an 800mhz frequency to a 700mhz frequency and to purchase up to five portable multiband radios replacing current OES single-band VHF radios to allow for greater interoperability between agencies during mutual aid responses ($33,673).
• Decrease Project: Hazardous Material Team Support in the 2018 HSGP Expenditure Plan. Selected training and equipment ($59,287) has been rebudgeted to the Fairfield Urban Search and Rescue Vehicle project to cover the projected cost increase and the new Operational Area Interoperability Communications project described above.
The recommended changes to the 2017 and 2018 HSGP Expenditure Plans outlined herein, allow the County to fully expend all grant funds, while remaining within the respective grant awards. All add/move/changes to the HSGP Expenditure Plans result in no net change in the total expenditures for either the 2017 or 2018 HSGP awards.
ALTERNATIVE:
The Board of Supervisors could choose not to approve the changes to the HSG expenditure plans; however, this alternative is not recommended as the changes have already been approved by Cal-OES and non-approval would prevent the purchase of the USAR vehicle and may negatively impact the County’s preparedness to secure the Solano Operational Area. Moreover, without grant funds, the County and/or the Fairfield Fire Department would not have sufficient funds to purchase the USAR vehicle. Additionally, this alternative would require the Sheriff’s OES to reconvene the Solano Operational Area Approval Authority to reconsider other projects to be funded under the 2017 HSG Expenditure Plan, return to the Board for approval, and resubmit grant budget modifications to Cal-OES for approval.
OTHER AGENCY INVOLVEMENT:
The HSGP Approval Authority Body approved the revised expenditure plans.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION