HomeMy WebLinkAboutC-7 Staff Report - Cal OES Comms ProgramCONSENT ITEM
C-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROCKY WENRICK, CHIEF OF POLICE
DATE: DECEMBER 19, 2022
SUBJECT: ACCEPTANCE OF CAL OES GRANT FUNDING - HIGH FREQUENCY
COMMUNICATIONS EQUIPMENT PROGRAM
BACKGROUND:
Cal OES has the ability to fund up to 100 applicants at $60,000. Funds will be distributed on a first
come, first serve basis based on the availability of funds. Funds shall be used to procure high
frequency communications equipment, including the installation of and training to use such
equipment. The purpose of this program is to provide funding to Alerting Authorities, Emergency
Operation Centers or County Sheriff’s Offices, for equipment that will allow local governments to
be included in an integrated high frequency radio network service that utilizes frequencies
authorized by the Federal Communications Commission and intended to be capable of
communications with state, local and federal agencies.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Approve Mayor Robert Gonzales to accept the funding from CAL OES for High Frequency
Communications Equipment on behalf of the City; and
2) Approve the purchase of High Frequency radio equipment offered through the reimbursable
CAL OES HF Communications Equipment Grant in an amount not to exceed $60,000.
APPROVED SPECIAL
CITY COUNCIL
12/19/2022
Acceptance of CAL OES Grant Funding
December 19, 2022
Page 2
ANALYSIS:
The Azusa Police Department with the support of the City of Azusa, intends to procure High
Frequency Radio Equipment with the funding provided for this project. The High Frequency Radio
Equipment will be installed at the Azusa Police Department and the equipment will be set up in
our Emergency Operations Center. This equipment will be used during emergency situations
where long range communication is necessary with other entities in the state and/or region. This
funding will also provide the installation of the equipment as well as the training of approximately
20 Emergency Operations Center personnel/volunteers. We expect to spend $10,000 for training
costs, $2,000 for installation, and $48,000 for high frequency radio equipment.
FISCAL IMPACT:
This is a reimbursement grant in the amount of $60,000 from the State of California Office of
Emergency Services. Upon receipt of goods by the City of Azusa Police Department, we will
process reimbursement. Reimbursement is expected to take 90- 120 days.
Prepared by: Reviewed by:
Jennifer Wu Rocky Wenrick
Emergency Services Coordinator Chief of Police
Fiscal Review by: Reviewed and Approved by:
Talika M. Johnson Sergio Gonzalez
Director of Administrative Services City Manager
Attachments:
1) Grant Subaward Application Approval
Notification of Grant Subaward Application Approval
High Frequency Communications Equipment Program
Grant Subaward #: FH21 01 1492
Dear Jennifer Wu:
Jennifer Wu, Emergency Services Coordinator
Azusa, City of
725 North Alameda Avenue
Azusa, CA 91702-2514
Subject:
June 14, 2022
3650 SCHRIEVER AVENUE l MATHER, CALIFORNIA 95655
www.CalOES.ca.gov
GAVIN NEWSOM
GOVERNOR
MARK S. GHILARDUCCI
DIRECTOR
Congratulations! The California Governor's Office of Emergency Services (Cal OES) has
approved your Grant Subaward application in the amount of $60,000, subject to Budget
approval. A copy of your approved Grant Subaward is enclosed for your records.
Cal OES will make every effort to process payment requests within 45 days of receipt of
your Report of Expenditures & Request for Funds (Cal OES Form 2-201).
This Grant Subaward is subject to the Cal OES Subrecipient Handbook. You are
encouraged to read and familiarize yourself with the Cal OES Subrecipient Handbook,
which can be viewed on the Cal OES website at www.caloes.ca.gov.
Any funds received in excess of current needs, approved amounts, or those funds owed
as a result of a close-out or audit, must be refunded to Cal OES within 30 days upon
receipt of an invoice.
Please contact your Program Specialist, Nicolas Martin, at (916) 539-3501 with questions
about this notice.
VS Grants Processing Unit
cc: Subrecipient's file
Program Specialist
Attachment 1
FIPS #VS#Subaward #
1a. UEI#:
2a. UEI#:
91702-2514
(City)(Zip+4)
91702-2514
(Zip+4)
4/1/2022 10/31/2023
(Start Date)(End Date)
%
Item
Number
Grant
Year
Fund
Source D. Cash Match E. In-Kind Match F. Total Match G. Total Cost
8.2022 FMA
$60,000 $60,000
9.Select Select
10.Select Select
11.Select Select
12.Select Select
Total Project Cost $60,000 $60,000 $60,000
Name:Title:
City:Zip Code+4: 91702-2514
Signature:Date:
(Date)(Date)
13. Certification - This Grant Subaward consists of this title page, the application for the grant, which is attached and made a part hereof, the
Assurances/Certifications, and any attached Special Conditions. I hereby certify I am vested with the authority to enter into this Grant Subaward, and have the
approval of the City/County Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies that
all funds received pursuant to this agreement will be spent exclusively on the purposes specified in the Grant Subaward. The Subrecipient accepts this Grant
Subaward and agrees to administer the grant project in accordance with the Grant Subaward as well as all applicable state and federal laws, audit requirements,
federal program guidelines, and Cal OES policy and program guidance. The Subrecipient further agrees that the allocation of funds may be contingent on the
enactment of the State Budget.
(FOR Cal OES USE ONLY)
I hereby certify upon my personal knowledge that budgeted funds are available for the period and purposes of this expenditure stated above.
(Cal OES Fiscal Officer) (Cal OES Director or Designee)
to
14. CA Public Records Act - Grant applications are subject to the California Public Records Act, Government Code section 6250 et seq. Do not put any personally
identifiable information or private information on this application. If you believe that any of the information you are putting on this application is exempt from the
Public Records Act, please attach a statement that indicates what portions of the application and the basis for the exemption. Your statement that the information
is not subject to the Public Records Act will not guarantee that the information will not be disclosed.
15. Official Authorized to Sign for Subrecipient:
Sergio Gonzalez City Manager
Payment Mailing Address: 213 E FOOTHILL BLVD AZUSA
06/02/22
16.Federal Employer ID Number:956000670
7. Indirect Cost Rate:N/A Federally Approved ICR (if applicable):
3. Implementing Agency Address:213 E FOOTHILL BLVD AZUSA
(Street)
4. Location of Project:AZUSA LOS ANGELES
(City)(County)
5. Disaster/Program Title:FH - High Frequency Communications Equipment Program 6. Performance/
Budget Period:
1. Subrecipient:City of Azusa RN7VHJX4NBE5
2. Implementing Agency:Azusa Police Department RN7VHJX4NBE5
The California Governor's Office of Emergency Services (Cal OES) hereby makes a Grant Subaward of funds to the following:
(Cal OES Use Only)
Cal OES #
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
GRANT SUBAWARD FACE SHEET
Grant Subaward Face Sheet Cal OES 2-101 (Revised 1/2022)
FH21 01 1492
2021 PSC1NM
037-03386-0037-03386
, City of - Police DepartmentNM
NBJMMPH
By Nicolas Martin at 11:31 am, Jun 06, 2022
ENY: 2021-22 Chapter: 21 SL: 01765Item: 0690-001-0001 Pgm: 0395Fund: General FundProgram: High Frequency Communications Equipment ProgramMatch Req.: NoneProject ID: OES21PSC1000000 Amount: $60,000.00 SC: 2021-01765
DocuSign Envelope ID: F932EC14-443C-4D5B-8535-5C6A9C923E0E
6/13/2022 6/13/2022
Grant Subaward Contact Information
Grant Subaward #: _______________________________________________________________
Subrecipient: _____________________________________________________________________
Grant Subaward Director:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Financial Officer:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Programmatic Point of Contact:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Financial Point of Contact:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Executive Director of a Non-Governmental Organization or the Chief Executive
Officer (i.e., chief of police, superintendent of schools) of the implementing agency:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Official Designee, as stated in Section 15 of the Grant Subaward Face Sheet:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Chair of the Governing Body of the Subrecipient:
Name: _______________________________ Title: ___________________________________
Telephone #: _______________ Email Address: ___________________________________
Address/City/ Zip Code (9-digit): _________________________________________________
Grant Subaward Contact Information – Cal OES 2-102 (Revised 10/2020)
2022-2023
City of Azusa
Jennifer Wu Emergency Services Coordinator
626-812-3262 jwu@azusaca.gov
725 N. Alameda Ave. Azusa, CA 91702-2514
Talika Johnson Administrative Services Director
626-812-5202 tjohnson@azusaca.gov
213 E. Foothill Blvd. Azusa CA 91702-2514
Jennifer Wu Emergency Services Coordinator
626-812-3262 jwu@azusaca.gov
725 N. Alameda Ave. Azusa CA 91702-2514
Ericka Garcia Administrative Analyst
626-812-3251 egarcia@azusaca.gov
725 N. Alameda Ave. Azusa CA 91702-2514
Rocky Wenrick Chief of Police
626-812-3250 rwenrick@azusaca.gov
725. N Alameda Ave. Azusa CA 91702-2514
Sergio Gonzalez City Manager
626-812-5238 sgonzalez@azusaca.gov
213 E. Foothill Blvd. Azusa CA 91702-2514
Robert Gonzales Mayor of Azusa
626-812-5228 robert.gonzales@azusaca.gov
213 E. Foothill Blcd. Azusa CA 91702-2514
FH21 01 1492NM
FH21 01 1492NM
, City of - Police Department
NM
FH21 01 1492
FH21 01 1492NM
High Frequency Communications Equipment Program 4/1/2022 - 10/31/2022
Sergio Gonzalez
Grant Subaward Budget Pages
Single Fund Source
Grant Subaward Budget Pages Single Fund Source - Cal OES 2-106b (Revised 10/2020)
Subrecipient: City of Azusa
Total Amount
Allocated
$10,000
PERSONNEL COSTS CATEGOTY TOTAL $10,000
Grant Subaward #: FH21 01 1492
Training for approximately 20 staff members
A. Personnel Costs - Line-item description and calculation
NM
NM $0
Grant Subaward Budget Pages
Single Fund Source
Grant Subaward Budget Pages Single Fund Source - Cal OES 2-106b (Revised 10/2020)
Subrecipient: City of Azusa
Total Amount Allocated
$2,000
$2,000
B. Operating Costs - Line-item description and calculation
Grant Subaward #: FH21 01 1492
OPERATING COSTS CATEGORY TOTAL
Installation and operations NM
NM $0
Grant Subaward Budget Pages
Single Fund Source
Grant Subaward Budget Pages Single Fund Source - Cal OES 2-106b (Revised 10/2020)
Subrecipient: City of Azusa
Total Amount Allocated
$48,000
$48,000
$60,000Total Project Cost (Must match the Grant Subaward Face Sheet)
C. Equipment Costs - Line-item description and calculation
EQUIPMENT COSTS CATEGORY TOTAL
Grant Subaward #: FH21 01 1492
HF Radio Equipment NM
NM
($48,000)
Training for 20 staff members ($10,000)
$60,000
Installation/Operations ($2,000)
$60,000
VSPS Budget Summary Report
06/14/22 F/S/L (Funding Types): F=Federal, S=State, L=Local Match
Paid/Expended=posted in ledger w/Claim Schedule, Pending=Processed, but not yet in Claim Schedule
Total Local Match: 0
F/S/L
F/S/L
F/S/L
Funding Source
Funding Source
Funding Source
0
Budget Amount
Budget Amount
Budget Amount
Paid/Expended
Paid/Expended
Paid/Expended
A. Personal Services - Salaries/Employee Benefits
B. Operating Expenses
C. Equipment
Balance
Balance
Balance
0
21PSC1
21PSC1
21PSC1
S
S
S
0
0
0
0
0
60,000
0
0
60,000
High Frequency Communications Equipment Program
Azusa, City of
FH21 High Frequency Communications Equipment Program
Total Funded:
Total Project Cost:
0 60,000 60,000
0 60,000 60,000
Budget Amount Paid/Expended Balance
0
0
0
0
0
60,000
0
0
60,000
Total A. Personal Services - Salaries/Employee Benefits:
Total B. Operating Expenses:
Total C. Equipment:
Pending
Pending
Pending
Pending Balance
Pending Balance
Pending Balance
0
0
0
0
0
60,000
0
0
0
0
0
60,000
0 0
0 60,000
0 60,000
Pending Pending Balance
Performance Period: 04/01/22 - 10/31/23
blank filler
blank filler
blank filler
Subaward #: FH21 01 1492
Latest Request: , Not Final 201
Grant Subaward Budget Narrative
Grant Subaward #:
Subrecipient:
Grant Subaward Budget Narrative – Cal OES 2-107 (Revised 4/2021)1
The Azusa Police Department with the support of the City of Azusa, intends to
procure High Frequency Radio Equipment with the funding provided for this
project. The High Frequency Radio Equipment will be installed at the Azusa
Police Department and the equipment will be set up in our Emergency
Operations Center. This equipment will be used during emergency situations
where long range communication is necessary with other entities in the state
and/or region. This funding will also provide the installation of the equipment as
well as the training of approximately 20 Emergency Operations Center
personnel/volunteers. We expect to spend $10,000 for training costs, $2,000 for
installation, and $48,000 for high frequency radio equipment.
FH21 01 1492
City of Azusanm
Grant Subaward Programmatic Narrative
Grant Subaward #:
Subrecipient:
Grant Subaward Programmatic Narrative Cal OES 2-108 (Revised 4/2021) 1
The City of Azusa is located northeast of Los Angeles near the foothills of the San
Gabriel Valley. Our population is approximately 49,584 residents. As an
underserved community in the San Gabriel Valley, we serve a large number of
minority groups. We would like to better equip the community s Emergency
Operations Center. A vendor for the equipment has not yet been identified, per
policy we will be looking at 3 vendors: Barrett Communications, UrgentLink, and
Codan Envoy. The vendor will be responsible for installation of equipment. We
project the equipment to be installed within the first 6 months of project
implementation. Once the system is activated, we plan to operate the HF
equipment during emergencies, drills, events, and monthly radio check-ins.
FH21 01 1492
City of Azusa
nm
SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT
Subrecipient Duns# FIPS#
Disaster/Program Title:
Performance Period: to Subaward Amount Requested:
Type of Non-Federal Entity (Check Box):
Assessment Factors Response
1. How many years of experience does your current grant manager have
managing grants?
2. How many years of experience does your current bookkeeper/accounting
staff have managing grants?
3. How many grants does your organization currently receive?
4. What is the approximate total dollar amount of all grants your organization
receives?
5. Are individual staff members assigned to work on multiple grants?
6. Do you use timesheets to track the time staff spend working on specific
activities/projects?
7. How often does your organization have a financial audit?
8. Has your organization received any audit findings in the last three years?
9. Do you have a written plan to charge costs to grants?
10.Do you have written procurement policies?
11.Do you get multiple quotes or bids when buying items or services?
12.How many years do you maintain receipts, deposits, cancelled checks,
invoices, etc.?
13.Do you have procedures to monitor grant funds passed through to other
entities?
Certification:This is to certify that, to the best of our knowledge and belief, the data furnished
above is accurate, complete and current.
Signature:Date:
Print Name and Title:Phone Number:
Cal OES Staff Only: SUBAWARD #
City of Azusa
High Frequency Communications Equipment Program
NM
NM
NM $60,000
6-3-22
626-812-5238Sergio Gonzales, City Manager
FH21 01 1492
037-03386