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Home My WebLink About2016 EMPG - Purchase Equipmnt for EOC CITY OF PALM DESERT ADMINISTRATIVE SERVICES DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF A MODIFICATION TO THE 2016 EMERGENCY MANAGEMENT PROGRAM GRANT (EMPG), TO PURCHASE COMPUTER EQUIPMENT FOR THE CITY'S EMERGENCY OPERATIONS CENTER (EOC) IN AN AMOUNT NOT TO EXCEED $18,000. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: March 23, 2017 CONTENTS: Staff Report (September 22, 2016) Recommendation By Minute Motion, 1. Approve a grant spending modification, as identified within this report for the 2016 Emergency Management Program Grant. 2. Authorize the purchase of various computer equipment, as identified within this report, for the City of Palm Desert Emergency Operations Center in the amount of $18,000. Commission Action The Palm Desert Public Safety Commission previously recommended approval for the 2016 EMPG award at their September 14, 2016, meeting. Strategic Plan Objective This item is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 3 Help the community become more prepared for disasters. The purchase of laptop computers, video monitors, and new projector equipment will enhance the City's emergency response during a disaster. This item is also related to the Information Technology Master Plan, Initiative 1: Computer Equipment Replacement Plan, and Initiative 12: Technology Support for the Emergency Operations Center (EOC). Staff Report: 2016 EMPG Modification & Equipment Purchase March 23, 2017 Page 2 of 3 Executive Summary One of the major focuses of the Emergency Services Coordinator and Risk Manager for this fiscal year has been the upgrading and outfitting of the Emergency Operations Center (EOC). Staff has identified and prioritized equipment necessary to modernize the EOC, and Council has approved several grant programs to assist in funding the equipment, services and programs needed. This request is to approve an amendment to the 2016 Emergency Management Program Grant spending plan to apply more grant funds to computer and audio visual equipment. Discussion The City Council approved accepting the FY 2016 Emergency Management Performance Grant (EMPG) at their September 22, 2016, meeting. The 2016 EMPG award to the City totals $12,822 and is a matching grant program. The City is required to spend an equal amount in order to receive full reimbursement. Staff previously recommended spending $5,178 for Emergency Operations Center (EOC) enhancements (approximately eight laptop computers, two video monitors, and an a/v projector), with the remaining grant award to offset the cost of the City's contracted Emergency Services Coordinator (ESC) position. However, Staff currently recommends a grant modification to spend approximately $9,000 for these EOC enhancements, with the remaining balance for the ESC position. Staff respectfully requests that the City Council approve the grant modification to purchase the aforementioned equipment, which will improve the City's EOC effectiveness if it is activated during a disaster. The Information Technology Department has identified funding within the FY 2016/2017 budget for this equipment and received authorization to purchase equipment at the February 9, 2017, Council Meeting. Staff Report: 2016 EMPG Modification & Equipment Purchase March 23, 2017 Page 3 of 3 Fiscal Impact Approval of staff's recommendation will authorize the purchase of approximately eight laptop computers, two video monitors, and an a/v projector in the amount of $18,000. Funds are available within the Equipment Replacement Fund Account No. 5304220-4404000. The City will be reimbursed $9,000 for this purchase via the 2016 EMPG. Submitted By: Stephen . A n, Ris Man er Reviewed by: on Carney, Director Administrative Services ,Janet oore, Director of Finance Approval: Lauri Aylaian, City Manager CITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL TO ACCEPT FROM THE CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES, THE 2016 EMERGENCY MANAGEMENT PERFORMANCE GRANT AWARD IN THE AMOUNT OF $12,822. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: September 22, 2016 CONTENTS: 2016 EMPG Grant Award Letter Recommendation By Minute Motion: 1. Accept the FY 2016 Emergency Management Performance Grant (EMPG) through the California Governor's Office of Emergency Services (OES) in the amount of$12,822. 2. Authorize the City Manager to execute all required grant documentation. Commission Action The Palm Desert Public Safety Commission will review this matter at their September 14, 2016, meeting and their action was unknown at the time this report was prepared. Staff can provide a verbal update on the Commission's action if requested. Strategic Plan Objective This item is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 3: Help the community become more prepared for disasters and public safety emergencies. These funds will defray the costs for an enhanced Emergency Operations Center and Emergency Services Coordinator. Background The City's contracted Emergency Services Coordinator (ESC) submitted a FY 2016 Emergency Management Performance Grant application to CAL OES, via the Riverside County Emergency Management Department, to help pay for enhancement to the City's Emergency Operations Center (computers, projector, and video display) and also defray costs to the ESC position. The total amount of the grant award is $12,822. Staff respectfully requests that the City Council approve the grant award. Staff Report-2016 EMPG September 22, 2016 Page 2 of 2 Fiscal Impact The FY 2016 EMPG would go towards the aforementioned emergency services enhancements in the amount of $12,822. The EMPG budget identifies $7,644 going towards the ESC position and the remaining $5,178 for the EOC enhancements. Please note that this is a matching grant program, so the City would have to expend the same amount for full reimbursement. Funds are already budget for the ESC position. Any EOC equipment purchases will be brought before the City Council for their consideration at a later date. Submitted By: Stephen . Ary n, Risk ana r Reviewed By: J-! oore, Director of Finance/City Treasurer Approval: L Ju i McCarthy, Interim C' anager CITY COUNCIL 4CTION APPROVED �JI DENTED RECEIVED OTHER MEETING DATE AYES: .�Y`41YL.;; .�, t • NOES: N ABSENT: ABSTAIN: t�dKj VERIFIED BY: tAn Original on File with City Clerk's Office ,111011A77DFINVERSIDE LEMD houvranyilsairsarestAgrortsimt Kim Saruwatari,MPH Emergency Management Department Director August 15,2016 Palm Desert Steve Aryan Eric Cadden RE: FY16 Emergency Management Performance Grant Program (EMPG) Award -$12,822 Grant#2016-00010 CFDA#: 97.042 The California Office of Emergency Services (CalOES) has approved Riverside County's FY16 Emergency Management Performance Grant Program (EMPG) application and has authorized the commencement of reimbursement requests. The performance period of this grant is July 1, 2016 (for personnel and services) August 13, 2016 (for equipment)—April 30, 2017. All final reimbursement requests are due no later than May 10,2017. Please remember that changes to your grant will require the approval of the OA prior to incurring any costs. All modifications, EHP's, sole source procurement, EOC and construction requests require additional approvals from CalOES through the OA prior to incurring any costs. Some of your projects may require these additional approvals. It Is your Agency's responsibility to obtain all additional approvals prior to expending the funds. Your Agency will also be responsible for providing all necessary documentation for reimbursements. If you are purchasing maintenance agreements, upgrades, service fees, etc. for your equipment or continuation of a service it is your responsibility to provide proof that these costs follow the guidelines of the grant. Your Agency's Financial Workbook is being provided to you via email along with a copy of this letter. Please complete the facesheet on your workbook and please have the Grant Assurances read, signed and dated by your authorized agent in blue ink and return both to me. Reimbursements will not be processed without these. Keep in mind that this grant has a dollar-for-dollar match requirement. By accepting this award it will be understood that you are agreeing to conform to the requirements of the grant as put forth in the FY16 EMPG Grant Assurances, the State Supplemental Guidance, the Federal Guidance, the Federal Single Audit Act of 1984 and amendment of 1996, and the Robert T. Stafford Disaster Relief and Emergency Assistance Act as amended. As always, please feel free to contact me with any questions you may have. I look forward to working with you and appreciate your cooperation and support. Regards, Kam Dana/ Kim Dana Administrative Services Analyst II Riverside County EMD 951-955-0419 4210 RIVERWALK PARKWAY, SUITE 300 RIVERSIDE, CALIFORNIA 92505 T: 951.358.7100 • F: 951.358.7105 • WEB:WWW.RIVCOPHEPR.ORG • TDD: 951.358.5124