CITY COUNCIL
AGENDA REPORT
DATE: MAY 16, 2022
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 1
FILE I.D.: PDT362
DEPT.: POLICE
PREPARER: M. BUTLER
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 22–11 WITH THE SAN BERNARDINO COUNTY OFFICE OF EMERGENCY SERVICES AUTHORIZING THE RECEIPT OF $19,472 FROM THE FY 2020 HOMELAND SECURITY GRANT PROGRAM
CONSIDER AUTHORIZING CITY MANAGER EDWARD C. STARR TO SIGN SAID
AGREEMENT
CONSIDER AUTHORIZING A $19,472 APPROPRIATION FROM THE PUBLIC SAFETY
GRANT FUND TO PURCHASE COMMUNICATIONS EQUIPMENT FOR THE COMMAND TRAILER AND A WALK–THROUGH METAL DETECTOR FOR THE POLICE STATION REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 22–11 with the San Bernardino County Office of Emergency Services (County OES) authorizing the receipt of $19,472 from the FY 2020 Homeland Security Grant Program (HSGP), and authorizing a $19,472 appropriation from the Public Safety Grant Fund to purchase communications equipment for the Command Trailer and a walk–through metal detector for the Police Station. The Public Safety Grant Fund would be fully reimbursed by the FY 2020 HSGP.
A copy of Agreement No. 22–11 with County OES is attached for City Council’s review and consideration.
BACKGROUND: The State HSGP is designed to assist organizations, government agencies, and communities in implementing programs and measures to prevent, prepare for, protect against, mitigate against, respond to, and recover from all terror–related hazards and acts of terrorism. It is administered and funded by the California Governor’s Office of Emergency Services (Cal OES). County OES is a subgrantee of the HSGP and oversees the administration of grant funds for the San Bernardino County Operational Area. In its capacity as subgrantee, County OES is tasked with applying for HSGP funds on behalf of regional jurisdictions. Through this process, on February 7, 2022, the Montclair Police Department was approved to receive $19,472 in FY 2020 HSGP funds.
After procurement of equipment is completed, a request for reimbursement would be submitted to County OES.
The Police Department has received approval to use FY 2020 HSGP funds to procure communications equipment for the Command Trailer to ensure operational communication service to the public and its officers should the Police Department’s Communications Center be declared inoperable or ineffective due to threats, hazards, or other emergency situations. The purpose of the Communications Center is to satisfy the immediate information needs of the Police Department in the course of its normal daily activities as well as during emergencies and to provide assistance to the public. By outfitting the Command Trailer with the necessary equipment, the Police Department would be able to ensure timely communications when the Communications Center is unable to operate in this capacity, which could save lives and protect property and the environment.
Rev. 5/16/2022
MONTCLAIR CITY COUNCIL MEETING – 05/16/2022 Page 44 of 265 County OES approved the following communications equipment for the Command Trailer: two laptops, two laptop docking stations, one laptop transport case, three monitors, three monitor mounts, accessories, two phones, and five, two–factor authentication software licenses. The total approved allocation for this project is $10,485. The proposed communications equipment would be stored in the Command Trailer allowing for quick activation and would be utilized to maintain operational communications during an emergency.
The Mitel phone hardware would integrate with the Citywide Mitel phone system, allowing non–emergency PSAP phone lines to be redirected to the Command Trailer. The laptop computer docking stations would allow the laptop computers to be easily dropped in place when the Command Trailer is active. When it is not active, the laptops could be removed from the dock and stored securely in the transport case, which would be stored in the trailer. The additional monitors would be installed in the trailer using the monitor mounts and would be connected to the laptop computers via the docking station allowing communications personnel to view computer aided dispatch (CAD), records management system (RMS), and other law enforcement applications on these monitors. The two– factor authentication software would be used to secure network logins to the laptop computers, which would satisfy the multifactor authentication requirement of the Department of Justice (DOJ). Some of the approved accessories include a wireless router, which would be used to connect the Command Trailer computer network into the Police Department’s local network and CAD application, and interface 1B handgrip cables that would allow communications personnel to connect their headsets to a Motorola XTS 5000 handheld radio giving personnel the ability to operate a portable radio in the Command Trailer leaving their hands free to type. The other miscellaneous accessories, such as an antenna, HDMI cable, and surge protector, would all be necessary to ensure proper set up and functionality of the Communications Center in the Command Trailer.
Having the capability to effectively transfer the Communications Center’s functionality to the Command Trailer would strengthen and enhance the Police Department’s emergency communications capabilities.
Bid quotations for the purchase of two laptop computers were received from the following vendors:
Vendor Bid Amount
CDW–G $4,233.82
Provantage $4,261.90
HP $4,344.02
CDW–G is the selected vendor for the purchase of the laptop computers as this vendor has the lowest bid offering competitive pricing and has a proven, reliable track record with the City.
Staff received a quote for $1,082.75 from RadioMate for three interface 1B handgrip cables. These cables must be custom–built, and there are no other companies to compare quotes for this specialized cable.
The Department also received approval to procure a walk–through metal detector to screen persons entering the non–public areas of the Police Station, which would enhance security and prevent threats through non–intrusive means. The total approved allocation for this project is $8,987.
MONTCLAIR CITY COUNCIL MEETING – 05/16/2022 Page 45 of 265 Since the dedication of the Department’s new Police Station in 2008, there has not been a system in place to screen personnel for dangerous weapons and/or firearms upon entry into the non–public areas of the police station. The Department’s handheld metal detector wands are outdated and inoperable making invasive physical searches of persons the only alternative procedure for screening. A walk–through metal detector is non–invasive and would enhance the safety of the Department’s officers, staff, and visitors. It would be located at the west entrance that is used to escort victims and subjects to the Department’s interview rooms, which would ensure persons are screened prior to law enforcement contact. The metal detector would provide uniform detection and precise pinpointing capable of identifying multiple target locations precisely from head to toe on the left, center, and right sides of the body. The metal detector would also be portable and have an extended battery module making it easy to quickly move it to alternate locations within the station to scan visitors entering training facilities or attending community events at the station as well as community events held elsewhere in the City. Having a walk–through metal detector would allow the Department to prevent, avoid or stop threats and hazards that could pose a great risk as well as an imminent, threatened or actual act of terrorism.
Bid quotations for the purchase of a walk–through metal detector were received from the following vendors:
Vendor Bid Amount
Zorpro, LLC $4,520
Garrett Electronics Inc. $5,792
CEIA–USA $5,915
Garrett Electronics Inc. is the selected vendor for the purchase of the walk–through metal detector. This vendor offers a 24–month warranty, and the cost includes assembly, set– up, and training that the other vendors do not offer. Other local law enforcement agencies have used Garrett Electronics Inc. to purchase their walk–through metal detectors and have been satisfied with its product and service.
FISCAL IMPACT: If approved by the City Council, the purchase of communications equipment for the Command Trailer and a walk–through metal detector for the Police Station would result in an appropriation from the Public Safety Grant Fund (1163) in the amount of $19,472. The City would receive full reimbursement from the FY 2020 HSGP.
RECOMMENDATION: Staff recommends the City Council take the following actions:
1. Approve Agreement No. 22–11 with the San Bernardino County Office of Emergency Services authorizing the receipt of $19,472 from the FY 2020 Homeland Security Grant Program;
2. Authorize City Manager Edward C. Starr to sign said Agreement; and
3. Authorize a $19,472 appropriation from the Public Safety Grant Fund to purchase communications equipment for the Command Trailer and a walk–through metal detector for the Police Station.
MONTCLAIR CITY COUNCIL MEETING – 05/16/2022 Page 46 of 265