CITY OF SIMI VALLEY MEMORANDUM AGENDA ITEM NO. Consent (7) August 25, 2014 TO: FROM: City Council Police Department SUBJECT: AUTHORIZATION TO ACCEPT FUNDING FROM U.S. DEPARTMENT OF HOMELAND SECURITY GRANT PROGRAMS TO PURCHASE A DISASTER LOGISTICS SUPPORT TRAILER AND AN OFF-HIGHWAY UTILITY VEHICLE, AND APPROVAL OF A SUPPLEMENTAL REQUEST STAFF RECOMMENDATION It is recommended that the City Council: 1. Authorize the City s Office of Emergency Services to accept $43,037 from the U.S. Department of Homeland Security for the 2013 State Homeland Security Program (SHSP) grant and the 2014 Emergency Management Performance Grant (EMPG), awarded through sub-grants managed by the Ventura County Office of Emergency Services; 2. Authorize the use of the grant funds to purchase a Disaster Logistics Support Trailer and an off-highway utility vehicle; 3. Approve a Supplemental Budget Request (page 6) to budget for the funding provided by the U.S. Department of Homeland Security grants. CITY MANAGER S RECOMMENDATION The City Manager recommends approval. BACKGROUND AND OVERVIEW The City has been awarded two grants from the Department of Homeland Security totaling $43,037 to purchase a Disaster Logistics Support Trailer and an offhighway utility vehicle to support regional Commodity Point of Distribution (C-POD) operations and other emergency logistics operations. The SHSP grant award is $10,000 and the EMPG award is $33,037. Combined, the two grants will fund the purchase of the trailer and the utility vehicle. The Disaster Logistics Support Trailer system is designed to provide the capability to setup and operate a C-POD in Simi Valley.
2 A C-POD is a temporary location set up to facilitate the safe and efficient distribution of life-sustaining commodities (water, shelf-stable food, ice, medicine) to an affected population following a disaster. The County of Ventura, along with four neighboring counties, has developed plans and specific sites for C-PODs. These sites require that local jurisdictions maintain supplies ready for rapid movement to a city s C-POD site. In operation, the Disaster Logistics Support Trailer would be loaded with equipment and supplies to support a C-POD. Once on site, it will be offloaded and then serve as a work space to manage the C-POD operation. The off-highway utility vehicle (a club car or gator type vehicle) will be used for the onsite movement of equipment, supplies, and personnel. This frees up a street vehicle for other missions. The EMPG and SHSP are reimbursement grants; therefore, if the City proceeds with this project, funds must be appropriated to the FY 2014-15 budget to allow staff to execute the purchases. Upon delivery of the trailer and the utility vehicle and the submission of the necessary documentation, the City will be reimbursed by the County of Ventura. FINDINGS AND ALTERNATIVES Disaster Logistics Support Trailer System Justification The Disaster Logistics Support Trailer system is a standard configuration used throughout the country to support disaster logistics operations. These grants provide the City with the opportunity to significantly enhance its disaster logistics capabilities. The Ventura County C-POD Plan identifies Camarillo Airport and Moorpark Community College as the County s two C-PODs. The City must develop C-POD capabilities or residents will be directed to the Moorpark College C-POD during disasters. The grant-funded Disaster Logistics Support Trailer system will provide the City with a rapid C-POD deployment capability. Staff will identify C-POD locations in the City and develop a training and exercise program to support the capability. The City s Office of Emergency Services (OES) will manage the trailer and the Disaster Service Worker (DSW) Team will maintain, train on, and deploy it. The DSW Team was established in 2003 and has significantly improved the City s emergency preparedness and response capabilities. DSW Team members receive training in a variety of emergency response missions. The Disaster Logistics Support Trailer will enhance the DSW Team s effectiveness in many of these missions while providing the City with C-POD capabilities. The Disaster Logistics Support Trailer will support other emergency operations such as: CERT/DSW field operations Hospital surges Search and rescue operations Alternate EOC Incident command Damage assessment
3 Mass care and shelter Debris removal Evacuations Logistics transportation Special events The trailer is a 30-foot cargo-type trailer with a rear ramp that can transport items such as pallets of water, Meals, Ready to Eat (MRE s), canopies for shelters, cots, blankets, tools, generators, and portable lighting. It will also include work spaces for mission management. The off-highway utility vehicle is a two-passenger, flat-bed, gas-powered vehicle, similar to a club car or gator. It will transport resources rapidly upon arrival at a location. Being lightweight and small, it can effectively operate at C-POD locations like schools, parks, and shopping centers. The utility vehicle will be stowed in the trailer for transportation. The Office of Emergency Services received a grant-funded tow vehicle in FY 2013-14. The vehicle will be used to deploy the Disaster Logistics Support Trailer. Recurring Annual Costs If approved, the City will assume recurring maintenance annual costs of $500 for the trailer and $500 for the utility vehicle, totaling $1,000. These amounts will be included in the Emergency Services Preliminary Budget request beginning in FY 2015-16. Grant Programs Emergency Management Performance Grant (EMPG) The EMPG award is determined by the U.S. Federal budget and then sub-granted to the City based on a population formula. The City s award amount for 2014 is $33,037 and has been approved by the State of California and the County of Ventura for the purchase of a Disaster Logistics Support Trailer and an off-highway utility vehicle. To accept the grant, the City Manager must sign the FY2014 EMPG Project Application accepting the grant s terms and conditions. The grant is awarded on a reimbursement basis, so the City must appropriate funds with a supplemental budget request to make purchases. The expended funds will then be reimbursed by Ventura County. The EMPG grant funds must be expended by March 31, 2015. State Homeland Security Program (SHSP) The SHSP grant is a competitive grant administered by the Ventura County Sheriff s Office of Emergency Services. The County s award is determined by the Department of Homeland Security and the State of California. Projects are funded by the local grant Approving Body based on submissions from county agencies. In 2013, the Approving Body awarded $10,000 to the Simi Valley DSW Team for equipment purchases. To accept the grant, the City Manager must sign the FY2013 SHSP Grant Assurances. This grant is also awarded on a reimbursement basis, so the City must appropriate
4 funds with a supplemental budget request to make purchases. The expended funds will then be reimbursed by Ventura County. The SHSP grant funds must be expended by December 31, 2014. Acquisition and Timeline If approved, staff will pursue competitive bids for a cargo trailer and a utility vehicle. The EMPG grant funds ($10,000) must be spent by December 31, 2014, and will be used for the utility vehicle. The SHSP grant funds ($33,037) must be spent by March 31, 2015, and will be used to acquire the cargo trailer. The project acquisitions will be complete by this date. Staff will submit reimbursement requests to Ventura County OES after each purchase. To proceed with the project, the City Council must authorize the City s Office of Emergency Services to accept the grant funds and approve a Supplemental Budget Request (page 6) to establish a revenue and expenditure budget. The following alternatives are available to the City Council: 1. Authorize the City s Office of Emergency Services to accept $43,037 from the U.S. Department of Homeland Security for the 2013 State Homeland Security Program (SHSP) grant and the 2014 Emergency Management Performance Grant (EMPG) program, awarded through sub-grants managed by the Ventura County Office of Emergency Services; 2. Authorize the use of the grant funds to purchase a Disaster Logistics Support Trailer and an off-highway utility vehicle; 3. Approve a Supplemental Budget Request (page 6) to budget for the funding provided by the U.S. Department of Homeland Security grants; 4. Do not approve acceptance of the State Homeland Security Program (SHSP) and the Emergency Management Performance Grant (EMPG) funding for $43,037; 5. Provide staff with other direction. Staff recommends Alternative Nos. 1, 2, and 3. SUMMARY The City has been awarded two grants from the Department of Homeland Security totaling $43,037 to purchase a Disaster Logistics Support Trailer and an off-highway utility vehicle to support regional Commodity Points of Distribution (C-POD) operations and other emergency logistics operations. The EMPG award is $33,037 and the SHSP
5 grant award is $10,000. Combined, the two grants will fund the purchase of the trailer and the utility vehicle. If approved, the City will assume recurring annual costs of approximately $1,000 per year for the trailer and the utility vehicle. To proceed with the project, the City Council must accept the grant funds and approve a Supplemental Budget Request (page 6) to establish a budget for the funds. It is recommended that the City Council authorize the City s Office of Emergency Services to accept $43,037 from the U.S. Department of Homeland Security for the 2013 State Homeland Security Program (SHSP) grant and the 2014 Emergency Management Performance Grant (EMPG), awarded through sub-grants managed by the Ventura County Office of Emergency Service to purchase a Disaster Logistics Support Trailer and an off-highway utility vehicle, and approve a Supplemental Budget Request (page 6) to budget for the funding provided by the U.S. Department of Homeland Security grants. Mitch G. McCann Chief of Police
CITY OF SIMI VALLEY SUPPLEMENTAL REQUEST REQUESTING DEPARTMENT FUND AMENDED FUND NO. REVENUES Police Department General Fund 287 ACCOUNT NUMBER CURRENT PROPOSED AMENDMENTS AMENDED Federal Grant 287-5604-36001 10,000 10,000 20,000 Emergency Services Planning 287-5604-36503 30,000 3,037 33,037 EXPENDITURES TOTAL 40,000 13,037 53,037 ACCOUNT NUMBER CURRENT PROPOSED AMENDMENTS AMENDED Capital Purchases Vehicles 287-5604-47030 0 43,037 43,037 TOTAL 0 43,037 43,037 PURPOSE To establish revenue and expenditure budgets for FY 2014-15 U.S. Department of Homeland Security Grant Program funds awarded to the City of Simi Valley. DEPARTMENT HEAD DATE ADMINISTRATIVE SERVICES DATE 8/13/14 CITY MANAGER DATE ENTERED BY DATE REVISED 1/14