HomeMy WebLinkAbout03-20-2018 Item 11 Authorize Participation in the Regional 2017 Assistance to Firefighters Grant Program Application
Meeting Date: 3/20/2018
FROM: Garret Olson, Fire Chief
Prepared By: James Blattler, Administrative Analyst
SUBJECT: ASSISTANCE TO FIREFIGHTERS REGIONAL GRANT
RECOMMENDATION
1. Authorize the Fire Department to participate in a regional grant to the Federal Assistance to
Firefighters Grant (AFG) Program for the amount of $308,985 to acquire replacement
portable radios and associated accessories.
2. Authorize the City Manager to execute the grant documents and approve the budget changes
necessary to appropriate the grant amount upon notification that the grant has been awarded.
3. Authorize City Staff to release a Request for Proposal (RFP) for portable radios and
associated accessories, upon grant award.
4. Authorize the City Manager to award the contract resulting from the RFP, upon grant award.
DISCUSSION
State and federal grants are occasionally offered to assist local governments with the financial
impacts associated with daily operations and/or mandated programs. The Federal Emergency
Management Agency’s (FEMA) Assistance to Firefighters Grant (AFG) Program is one of these
programs. The purpose of the AFG program is to award one-year grants directly to fire
departments to enhance their abilities with respect to fire and fire-related hazards. For fiscal year
2017, Congress appropriated $310,500,000 in funding for AFGs and is projecting to award 2,500
applicants.
Background
Portable radios are one of the most important life safety equipment items for a firefighter. They
allow for personnel accountability and critical communication between first responders at the
scene of an emergency and provide a direct link between suppression personnel and the
emergency communication center dispatchers. The lack of dependable portable radios could
immediately jeopardize the safety of both the public and suppression staff.
The Fire Department’s current inventory of portable radios has become obsolete due to age. The
model the Department utilizes was discontinued in 2013 and the manufacturer is running out of
parts to perform even basic repairs and anticipates not being able to perform any repairs after
2018.
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Several neighboring fire agencies have similar communication needs and have agreed to
cooperate though a regional AFG application, hosted by the Cambria Community Services
District (CSD) Fire Department. Each participating department will be responsible for a 10%
funding match for their portion of the federal grant funding.
Upon grant award, City staff would release a RFP for 58 replacement portable handheld radios
and associated accessories in the amount totaling the grant award plus the City’s match
requirement. The RFP will require the equipment to meet all grant requirements and standards
necessary for use by a fire agency.
CONCURRENCES
The Information Technology Department concurs with both the need to replace the current
portable radio inventory and the need of grant funding to fully fund the project.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines sec. 15278.
FISCAL IMPACT
If the regional applicants were to receive funding from the AFG Program, each agency would
have to match the Federal grant funds equal to 10% of their total project cost share. The City’s
share of the total grant request is $308,985, and if fully funded would require a match of
$30,899. Currently, the project to replace public safety radios has an approved budget of
$180,000 in an Information Technology capital improvement project (CIP) account, with an
estimated $150,000 earmarked to replace Police Department portable radios. If the required
match exceeds the remaining project budget, the Fire Department will absorb the additional cost
in the operating budget approved for the 2017-19 Financial Plan.
ALTERNATIVES
The Council could decide not to pursue the grant monies. This is not recommended as fire
service grant opportunities are limited and the grant funds would only serve to enhance the
effectiveness of the Fire Department while increasing fiscal sustainability for the City.
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