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Home My WebLink About04-16-2013 c8 slo transit cal-ema safety security grant awardcounci l•A acenaa Repont L .J C I T Y O F S A N L U I S O B I S P O FROM :Daryl R . Grigsby, Director of Public Works Prepared By :John Webster, Transit Manager SUBJECT :SLO TRANSIT CAL-EMA SAFETY & SECURITY GRANT, SPECIFICATIO N NO . 9119 8 RECOMMENDATION S 1.Appropriate $54,561 in California Emergency Management Agency Safety and Securit y grant funds after funding has been received and approve the Automatic Passenger Countin g (APC) capital project, Specification No . 91198, for the purchase of APC and related safet y and security equipment. 2.Adopt a resolution by the City Council of the City of San Luis Obispo authorizing the Cit y Public Works Director or his designee to submit necessary grant paperwork and other required information necessary to program Transit System Safety, Security and Disaste r Response Account program funds with the California Emergency Management Agency . • 3 . Authorize the Finance Director to award contracts and execute Purchase Orders for bu s automatic passenger counting and related safety and security equipment in accordance with the City procurement policy if costs are within the budgeted amounts . DISCUSSIO N Backgroun d The California Emergency Management Agency (Cal EMA) was established as part of th e Governor's Office on January 1, 2009 – created by Assembly Bill 38 (Nava), which merged th e duties, powers, purposes, and responsibilities of the former Governor's Office of Emergenc y Services with those of the Governor's Office of Homeland Security . Cal EMA is responsible for the coordination of overall state agency response to major disasters i n support of local government . The Agency is responsible for assuring the state's readiness to respon d to and recover from all hazards – natural, manmade, war-caused emergencies and disasters – and fo r assisting local governments in their emergency preparedness, response, recovery, and hazar d mitigation efforts . As the "grantee" for federal disaster assistance, principally from the Federa l Emergency Management Agency (FEMA), Cal EMA helps local governments assess damages an d assists them with federal and state grant and loan applications and administers grant fundin g accordingly to affected areas to help repair damaged public property and to award financia l assistance for California Transit Security Grant Program (CTSGP) projects . •The program requires adoption of a resolution by the participating agency prior to authorizing th e 'Meeting DateApril 16, 201 3 1 Item Number c Hp _ C8-1 CAL-EMA Safety & Security Grant Page 2 •expenditure of program funds which is included in Attachment 1 . As such, staff has prepared the attached resolution (Attachment 1) authorizing the Director of Public Works or his designee t o execute all required documents with the California Department of Transportation (Caltrans) and allowing the City to take advantage of Cal EMA Safety and Security funding. SLO Transit Automatic Passenger Counter s Automatic Passenger Counting (APC) technology is standard in the transit industry and utilized b y many transit providers throughout North America . This data will be used for the required Nationa l Transit Database (NTD) annual report filed by the City's Transit division (SLO Transit). The NTD data is used to report SLO Transit passenger miles which ultimately are used to determine three o f the six performance categories used in the small transit intensive cities (STIC) funding . In recen t years SLO Transit and the Regional Transit Authority (RTA) have used combined passenger mil e data to meet all six STIC categories . In FY 2012-13 it is estimated our agencies will receive ove r $710,000 in STIC funding . This project will install APC equipment in SLO Transit vehicles to be used in conjunction with th e existing Automatic Vehicle Locator (AVL) system approved by Cal EMA . It is currently unknow n if the approved funding request will provide APC equipment for the entire transit fleet . If not , partial system installation would be beneficial for SLO Transit and should be pursued . One new bus that was placed into service in March has this type of equipment already installed and future replacements will be purchased with similar equipment included . This new equipment will aid i n reducing the cost of manual passenger counting methods which are labor intensive and the saving s will benefit passengers by helping to delay or eliminate the need for fare increases . FISCAL IMPACT The San Luis Obispo Council of Governments (SLOCOG) is responsible for making programmin g recommendations to Cal EMA . SLOCOG staff recommended funding approval at its April 3, 201 3 meeting and the Board approved the programming of $54,561 for this SLO Transit Automati c Passenger Counting capital project . This project now requires Council to appropriate grant fundin g and add this capital project to the current Transit budget for 2012-13 fiscal year . An outline of the project funding source is provided below. Table 1-Project Funding • PROJECT Automatic Passenger Counters TOTAL $54,561 Security-Direct $4,561 Security-Regional $50,00 0 Staff recommends deferring the procurement process for this capital project until the grant fundin g bonds have been sold by the State (which is anticipated in November 2013) and the grant fund s have been fully received by the City . There is no fiscal impact to the General Fund by the adoption of this resolution and appropriation o f grant funds . It is also important to note that these funds are only available for Capital projects an d cannot be converted to be used as operational funding for SLO Transit at the Federal or State level .• C8-2 CAL-EMA Safety &Security Grant Page 3 ALTERNATIV E Deny Grant Appropriation.The City Council could choose not to appropriate Cal EMA safety and Security grand funds and amend the Transit budget for this capital project at this time . Staff does not recommend this alternative as this would result in the eventual return of grant funding alread y awarded and available to be used for bus safety & security equipment . ATTACHMEN T 1 . Resolution authorizing expenditure of grant fund s tnmundl agenda reports\ 2013k2013-04161c9d transit eaFerre safetyseamlYgrent aweM(gngsby-vrebsMiNtransit cal-ema safety seanN grant award vi .tlocx • • C8-3 Attachment 1 RESOLUTION NO .(2013 Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISP O AUTHORIZING THE CITY PUBLIC WORKS DIRECTOR OR HIS DESIGNEE T O SUBMIT NECESSARY GRANT PAPERWORK AND OTHER REQUIRE D INFORMATION NECESSARY TO PROGRAM TRANSIT SYSTEM SAFETY , SECURITY AND DISASTER RESPONSE ACCOUNT PROGRAM FUNDS WITH TH E CALIFORNIA EMERGENCY MANAGEMENT AGENC Y WHEREAS, the City of San Luis Obispo (referred hereinafter as the City) operates Sa n Luis Obispo (SLO) Transit ; and WHEREAS, The City of San Luis Obispo and SLO Transit are eligible applicants fo r California Proposition 1B Program funds ; an d WHEREAS, the California Transit Security Grant Program (referred hereinafter a s CTSGP) has allocated $4,561 of Proposition 1B (Prop 1B) Safety and Security Grant funding t o be used by the City for capital projects ; and WHEREAS, the City of San Luis Obispo has been allocated $50,000 in the 2012-1 3 funding year cycle from the CTSGP program ; and WHEREAS, the California Emergency Management Agency (Cal EMA) has bee n delegated the authority to award financial assistance for CTSGP projects and the San Lui s Obispo Council of Governments (SLOCOG) is responsible for making programmin g recommendations to Cal EMA ; an d WHEREAS, the City of San Luis Obispo is requesting up to $54,561 in the 2012-1 3 funding cycle from the CTSGP program for a SLO Transit bus automatic passenger countin g (APC) safety & security capital project ; and WHEREAS, a State assistance grant will impose certain obligations upon the City and wil l require the City provide $4,561 as the local share of project costs ; and WHEREAS, the City will provide all annual Certifications and Assurances to th e Proposition 1B, PTMISEA and CTSGP oversight agencies as required for grant programs . NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Lui s Obispo as follows : SECTION 1 . the Council authorizes the City Public Works Director or his designee t o submit necessary grant paperwork and other required information necessary to program $54,56 1 in 2012-13 CTSGP funding for a SLO Transit bus automatic passenger counting (APC) safety & security capital project which includes $4,561 in FY 2012/13 local CTSGP funding to be used a s local match for grant purposes ; an d SECTION 2 . The City Public Works D irector or his designee is authorized to execute any documents and take any actions, for and on behalf of the City, a public entity established under • • • C8-4 • Attachment 1 the laws of the State of California, necessary in the submittal of this or future applications for th e purpose of obtaining financial assistance provided by the Proposition 1B, PTMISEA or CTSG P programs administered by the California Emergency Management Agency . SECTION 3 . The Council authorizes the expenditure of any and all program funds an d necessary local matches in accordance with City policies and procedures . Upon motion of , seconded by and on the following vote : AYES : NOES : ABSENT : The foregoing resolution was adopted this day of 201 3 • Mayor Jan Howell Marx • ATTEST : Maeve Kennedy Grimes City Cler k APPROVED AS TO FORM : J . Christine Dietrick J . Christine Dietric k City Attorney C8-5 Page intentionally left •blank . •