Alameda COlll1ty Fire Department

Transcription

1 Alameda COlll1ty Fire Department Proudly serving the Unincorporated Area ofalameda County and the communities ofsan Leandro, Dublin, the Lawrence Berkeley National Laboratory and the Lawrence Livermore National Laboratory AGENDA June 2,2009 ADMINISTRATION R35 E. 14" Street, Suite 200 San Leandro, CA (510) 618-3J.90 (SID) Fax EMS DIVISION " Avenue San Leandro, CA 9457R (510) (510) Fax TRAINING DIVISION " Avenue San Leandro, CA (SID) (510) Fax ALAMEDA COUNTY REGIONAL EMERGENCY COMMUNICATIONS CENTER (ACRECC) 7000 East Avenue, L-388 Livennore, CA (925) (925) Fax FIRE PREVENTION OFFICES: ALAMEDA COUNTY 399 Elmhurst Street Room 120 Hayward, CA (510) (510) Fax CITY OF SAN LEANDRO 835 E. 14th Street San Leandro, CA (510) (510) Fax CITY OF DUBLIN 100 Civic Plaza Dublin, CA (925) (925) Fax May 18,2009 Honorable Board of Supervisors Administration Building Oakland, CA Dear Board Members: Subject: Dear Board Members: RECOMMENDATIONS: Authorization for the Alameda County Fire Chief to Enter and Sign Memorandum of Understanding Agreement with Livermore-Pleasanton Fire Department for Homeland Security 2008 Assistance to Firefighters Grant Award for Mobile Radios Sitting as the Governing Board of the Alameda County Fire Department (ACFD): Approve and authorize Alameda County Fire Chief to enter and sign Memorandum of Understanding agreement with Livermore-Pleasanton Fire Department for Homeland Security 2008 Assistance to Firefighters Grant for mobile radios, a regional grant awarded to Livermore Pleasanton Fire Department on behalf of fire departments in Alameda County. SUMMARY/DISCUSSION: Livermore Pleasanton Fire Department, on behalf of other Alameda County fire departments, applied and has been awarded a grant of $464,346 from the U.S. Department of Homeland Security for the acquisition of mobile radios. The grant provides funding for the acquisition of radios which will enhance interoperability communications in fire services and to protect the health and safety of the public and firefighting personnel against fire and fire-related

2 hazards. The grant requires 20% local agency matching fund for the project cost and ACFD's share is $37,709. The Memorandum of Understanding has been reviewed by County Counsel. FINANCIAL: No additional appropriations are required and there is no net County cost increase associated with this request. Sincerely, ~p~ Sheldon D. Gilbert Fire Chief Attachments SDG\LH:lh C: Susan Muranishi, County Administrator Richard Winnie, County Counsel G:\Admin\Financials\BOS Ltr\FY \BOS Ltr 2008 AFG Mobile Radio Grant

3 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF PLEASANTON AND ITS REGIONAL PARTNERS I. Purpose To establish a cooperative agreement between the City of Pleasanton (hereinafter "City"), the financial administrator for the Livermore-Pleasanton Fire Department (hereinafter "LPFD"), and its Regional Partners, including Alameda County Fire Department (hereinafter "the Regional Partners") to provide mobile radios for the purpose of enhancing interoperability communications in the fire service and to protect the health and safety of the public and firefighting personnel against fire and fire-related hazards. The City and the Regional Partners accept and agree to abide by the terms and conditions of the grant as set forth in this document and as explained in distributed materials in the Regional Partners' Handbook. All parties agree that Federal funds under this award will be used to supplement, but not supplant, State or local funds for first responder preparedness. II. Definitions State Communications Interoperability Plan - refers to the State plan to promote interoperability communications. Regional Partners - include the City of Livermore, the Alameda County Fire Department, and the cities of: Alameda, Fremont, Newark and Union City. Radio Equipment - refers to mobile radios and microphones as allowed by the Assistance to Firefighters Grant (AFG) Program. III. Background to the Assistance Firefighters Grant Project Problem Statement: In Alameda County, the LPFD and the fire service providers of the Regional Partners operate on different radio systems, critically weakening inter- and intra- agency daily operations and firefighter safety. Purpose The purpose of the Assistance to Firefighters Grant (AFG) Program is to protect the health and safety of the public and firefighting personnel against fire and fire-related hazards. The Department ofhomeland Security (DHS) has determined that the City's AFG Operations and Safety grant proposal met the program's purpose and has granted funds to be used towards ihe;: purchase;: of Rallio Ell. uiprutul

4 The AFG Regional Interoperability Project reflects the DHS's overall investment strategy priorities in: I. Enhancing National Capabilities - grant funding will assist in moving the City and the Regional Partners closer in meeting one ofthe national priorities under the National Preparedness Goal by strengthening interoperable communications capabilities. 2. Risk Based Prioritization - grant funding will assist in moving the City and the Regional Partners closer to cost-effective, sustainable and interoperable communications systems with seamless integration into existing communication infrastructure. The City and the Regional Partners will build and/or leverage on existing resources to strategically invest in enhancing future communications capabilityl. 3. Interoperability - grant funding will allow the City and the Regional Partners to develop short and long term goals, activities and a training program to continue to enhance regional interoperability, consistent, in concert, and/or in parallel with the State Communications Interoperability Plan (SCIP). IV. Responsibilities of the City As the financial administrator for the 2008 Assistance Firefighters Grant, the City will: a. Oversee the grant implementation and coordinate with the state grantor. b. Act as the fiscal agent for the grant including i. Invoicing the Regional Partners for their share of cost of equipment ii. Arranging payment to vendor iii. Preparing fiscal and program reports for the state grantor iv. Auditing and tracking grant funds and deliverables c. Manage grant activities including, but not limited to, project and fiscal reports for the state grantor. d. Coordinate with the Regional Partners throughout the grant term. e. After receiving input from the Regional Partners, make the final determination of the Radio Equipment type(s) to be ordered for the Regional Partners. f. Coordinate procurement of the Radio Equipment. g. Procure through a competitive bidding process as established by the Purchasing Policy ofthe Alameda County Fire Department the Radio Equipment and deliver the Radio Equipment to the assigned Regional Partner. h. Develop and provide training curriculum to the Regional Partners and ensure completion. 1. Verify that standard frequencies for Radio Equipment will be used by the Regional Partners in concurrence with the Alameda County Fire Mutual Aid Plan. I The Ci!)' ~!!d the ~.e:::!0!"s!1 PS!rtner~ h''''", join.." " t..n r.ollnty CnMnrtillm "graaing tn leverage and!jay a share of cost in a multimillion dollar communication infrastructure project to procure and/or maintain repeater towers and additional interoperable communication systems (East Bay Regional Communication Systems - EBRCS)

5 IV. Responsibilities of the Regional Partners Each of the Regional Partners will: a. Provide funding for 20% ofthe share of cost for equipment to be purchased. Share of cost shall be paid upon receipt of invoice from the City, in advance of equipment procurement. b. Provide inventory tracking, operational readiness and maintenance of equipment and supply written verification on or before any established deadlines, and/or as requested by the City. c. Participate and train its employees on the new radio system, and supply written verification on or before any established deadlines and/or as requested by the City. d. Provide the following assigned liaison(s): i. Primary Lead who is responsible for: the Regional Partner's point of contact, program implementation and equipment installation. 11. Training Lead who is responsible to oversee the Regional Partner's training and supply written verification oftraining in a timely manner and when requested. iii. Fiscal Lead: responsible for accounting, fiscal reporting and payment. e. After the Radio Equipment has been delivered to each Regional Partner and the Regional Partner has accepted the Radio Equipment as being in good and merchantable condition, assume liability for lost, damaged, and/or destruction ofthe Radio Equipment and replace (at the Regional Partner's own expense) the Radio Equipment as requested by the City. f. To the extent a Regional Partner may be eligible to receive reimbursement offunds, submit any requested documentation in a timely manner to the City fiscal contact. g. Promptly provide any additional documentation to the City as requested that may be necessary in connection with the grant. h. Ensure that all documents demonstrating programmatic completion are completed in a timely manner, are accurate and forwarded to the City documentation contact. 1. Promptly return to the City Project Lead all Radio Equipment that is received in error. J. Maintain a record log of Radio Equipment placement including apparatus ID and provide copies on or before any established deadlines and/or as requested by the City Proj ect Lead. k. Install equipment received from the City on or before any established timeline and/or as requested by the City Project Lead. VI. Termination of the MOD a. This MOD shall terminate when all AFG Program obligations requiring action by the City has been completed, such as the City's having received from the Regional Partners all required documentation, and, in all events, no later than closeout of the AFG Program grant.

6 b. A Regional Partner may terminate its participation in this MOU any time prior to the Regional Partner's accepting the radio equipment and with 30 days' written notice to the City's Project Lead. c. Records are required to be maintained by all parties, so to be available in the event of audit, through January VII. Amendments This MOU may be amended by written agreement by all parties if approved in accordance with grant contract terms and conditions. VIII. Points of Contact The City will designate a Project Lead, as well as identify Points of Contact for Training, Fiscal, and Documentation responsibilities. The Regional Partners will designate a Primary Point of Contact, as well as identify Points of Contact for Training and Fiscal responsibilities. Points of Contact are set forth in the attached Exhibit A. IX. Authority to Enter into MOD The persons executing this MOU on behalf of their respective entities hereby represent and warrant that they have the right, power, legal capacity, and appropriate authority to enter into this MOU on behalf of the entity for which they sign. City of Pleasanton Alameda County Fire Department Nelson Fialho, City Manager Sheldon D. Gilbert, Fire Chief Date: Approved as to Form: Michael Roush, City Attorney By:. _ Date: Approved as to Form: f) Richa~. W~r:~~iJ Alam~q.a,cr~.t.))/ I uh el I X l By: I~JA/ r:-;'-~/ /\\- l./ v' \..~

7 EXHIBIT-A POINTS OF CONTACT POSITION NAME CONTACT NO. Project Lead Bill Cody Training Joe Testa LPFD Fiscal Christine Teixeira Documentation Christine Teixeira See Above See Above ACF Fiscal Lisa Hisatomi Documentation Marla Blagg Primary Michael Fisher ALA Training Jim Scarborough Fiscal Michael Fisher See Above See Above Primary Doug McKelvey FRE Training Chris Burgardt Primary Paul O'Brien NRK Training Paul O'Brien See Above See Above Fiscal Mike Jay Primary Andy Smith UNU Training Ronnie Oatis Fiscal Andy Smith See Above See Above