TO: HONORABLE MAYOR FROM: Anthony Mata
AND CITY COUNCIL Robert Sapien, Jr.
Raymond Riordan
Jim Shannon
SUBJECT: SEE BELOW DATE: December 16, 2021
Approved Date
12/20/21
SUBJECT: AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH THE CITY AND COUNTY OF SAN FRANCISCO TO ALLOCATE 2021
URBAN AREAS SECURITY INITIATIVE (UASI) GRANT FUNDS TO
THE CITY OF SAN JOSÉ IN THE TOTAL AMOUNT OF $1,681,608
AND ADOPTION OF RELATED APPROPRIATION ORDINANCE
AND FUNDING SOURCES RESOLUTION AMENDMENTS IN THE
GENERAL FUND
RECOMMENDATION
(a) Adopt a resolution authorizing the City Manager to execute an Agreement between the City of San José and the City and County of San Francisco, acting as fiscal agent for the Bay Area Urban Areas Security Initiative, to accept the 2021 UASI grant allocation in the amount of $1,681,608 and to negotiate and execute additional amendments and related documents without further City Council action.
(b) Adopt the following Appropriation Ordinance and Funding Sources Resolution Amendments in the General Fund:
(1) Establish a City-Wide Expenses appropriation to the Police Department for the Urban Areas Security Initiative Grant - Police 2021 in the amount of $753,483; (2) Establish a City-Wide Expenses appropriation to the Fire Department for the Urban Areas Security Initiative Grant - Fire 2021 in the amount of $679,375; and (3) Increase the estimate for Revenue from Federal Government by $1,432,858.
COUNCIL AGENDA: 1/11/2022
FILE: 21-2642
ITEM: 2.11
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
OUTCOME
Participation in the 2021 Bay Area Urban Areas Security Initiative (UASI) grant enables the City of San José to continue to prepare for, respond to, and recover from potential incidents of terrorism and other hazards through a regional collaboration of local jurisdictions around the San Francisco Bay Area.
EXECUTIVE SUMMARY
In 2021, $1,681,608 was awarded to the City of San José Police Department, Fire Department, and the Office of Emergency Management (OEM) as a part of the U.S. Department of Homeland Security, Federal Emergency Management Agency’s UASI grant program. Funds were requested and were awarded for the following:
For the San José Police Department ($753,483):
1) Bomb Squad Response Vehicle
2) P25 Subscriber Radios
3) Portable Video Downlinks
For the San José Fire Department ($679,375):
1) Portable Radios
2) Mobile Data Computers for Command Vehicles
3) Fire Communications Radio Base Station
For the Office of Emergency Management in the City Manager’s Office ($248,750):
1) Organization Support for the Office of Emergency Management
Staff recommends the acceptance of the 2021 UASI grant allocation in the amount of $1,681,608. The term of the Agreement is from November 1, 2021 through December 31, 2022, and the funding will be spent over two fiscal years (2021-2022 and 2022-2023).
BACKGROUND
In January 2006, the Federal Department of Homeland Security announced that the separate Urban Areas Security Initiative cities of Oakland, San Francisco, and San José be combined into a single Bay Area UASI region. In addition to the three original cities, UASI currently includes the twelve counties in the Bay Area: Alameda, Contra Costa, Marin, Monterey, Napa, San Benito, Santa Clara, Santa Cruz, San Francisco, San Mateo, Solano, and Sonoma.
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
The Governor's Office of Emergency Services (Cal OES) approved a governing body called the UASI Approval Authority. The voting members of the UASI Approval Authority currently consist of appointed representatives from the three original cities: Oakland, San Francisco, and San José; the three original counties: Alameda, San Francisco, and Santa Clara; and the following counties: Contra Costa, Marin, Monterey, San Mateo, and Sonoma; and as a non- voting member, a Cal OES representative. The City and County of San Francisco acts as the fiscal agent for the UASI grant.
On February 25, 2021, the Department of Homeland Security released its 2021 Homeland Security Grant Program Notice of Funding Opportunity, which includes the Fiscal Year 2021 UASI grant award for the Bay Area. The Bay Area UASI grant allocation for Fiscal Year 2020- 2021 is $37,500,000 with no increase from the 2020 UASI allocation. Cal OES approved the region's spending plan with the caveat that each jurisdiction represented on the UASI Approval Authority approves a governing body resolution.
According to Cal OES, a Memorandum of Understanding (MOU), signed by representatives from each of the UASI Approval Authority agencies, meets the governing body resolution requirement, and it has been executed and is valid from December 1, 2017, through November 30, 2021. The new governance MOU was presented and approved by City Council on December 19, 20171.
It is the UASI Approval Authority that authorizes the submission of spending plans and the allocation of grant funding to the Bay Area UASI to public agencies throughout the region.
ANALYSIS
A total of $1,681,608 was awarded to the City of San José Police Department, Fire Department, and the OEM as part of the U.S. Department of Homeland Security, Federal Emergency Management Agency’s 2021 UASI grant program. Of the total funding awarded, $1.0 million is to San José as a core city within the UASI region (core funding), and $681,608 is from South Bay Hub UASI competitive funds (hub funding). The funded projects will be used to support OEM organization support, communications systems support activities, technology capability improvements, and equipment purchases. The term of the Agreement is from November 1, 2021, through December 31, 2022. Due to the timeline of the grant, funding will need to be appropriated over two City fiscal years: 2021-2022 and 2022-2023. The requested City Council action will appropriate 2021-2022 funding and the remainder of the grant funding will be brought forward during the 2022-2023 budget process.
1 Link to City Council approved UASI governance MOU:
https://sanjose.legistar.com/LegislationDetail.aspx?ID=3289246&GUID=E2093378-4918-48C1-9A56- 7B006555DB35&Options=&Search=
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
The table below summarizes proposed expenditures:
City of San José Allocations – Total $1,681,608 2021-2022 2022-2023 Police Department Allocations
A Bomb Squad Response Vehicle $450,000 $0
B P25 Subscribers $249,483
C Portable Video Downlinks $54,000
Sub-Total for Police Department $753,483 $0
Fire Department Allocation
D Portable Radios $378,125 $0
E Mobile Data Computers for Command Vehicles $201,250
F Fire Communications Radio Base Station $100,000
Sub-Total for Fire Department $679,375 $0
Office of Emergency Management Allocation
G Organization Support for the Office of Emergency
Management $0 $248,750
Sub-Total for OEM $0 $248,750
Total City Appropriation by Fiscal Year $1,432,858 $248,750
The following list provides information on the 2021 UASI projects and their estimated portion of the grant funding to the City of San José. These estimates are subject to reallocation and/or modification over the course of the grant term; however, the total grant amount to the City is expected to remain the same.
Police Department Allocations
A. Bomb Squad Response Vehicle ($450,000) – Funds will be used to purchase a Chemical, Biological, Radiological, Nuclear, and Explosives (CBRNE) response vehicle, equipped with the latest technology and communication systems, which will enable bomb technicians to conduct various critical missions tasked to prevent and respond to terrorist incidents affecting the City, operational area, and/or region. This type of vehicle will contain storage areas for multiple robot platforms and related tools, CBRNE detection equipment, and other critical tools for hazardous response. The vehicle is capable of safely transporting a larger number of personnel than the Department’s existing vehicle, which will be subsequently retired.
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
B. P25 Subscribers ($249,483) – The dual band radios will increase the Police Department’s current cache of radios that can be used for mutual aid scenarios and further the advancement towards seamless, regional interoperability in the Operational Area and the Bay Area Region. Funding will purchase up to 39 portable radios that will operate on the Silicon Valley Regional Communications System (SVCRS).
C. Portable Video Downlink ($54,000) – Funding is to support procurement of portable video downlinks to provide real-time video communications to ground units responding to threat concerns including, mass casualty events, active threats, fleeing suspects, and natural disasters. The equipment will attach to the helicopter and enable video downlink to the ground hand-held devices and receiver units to allow tactical planning in a critical incident environment.
Fire Department Allocations
D. Portable Radios ($378,125) – The dual band radios will increase the Fire Department’s current cache of radios that can be used for mutual aid scenarios and further the advancement towards seamless, regional interoperability in the Operational Area and the Bay Area Region. Funding will purchase up to 61 portable radios that will operate on the SVRCS.
E. Mobile Data Computers for Command Vehicles ($201,250) – Funding is to support procurement of replacement Mobile Data Computers (MDC) for the Fire Department.
The MDCs will receive and transmit critical information, which will support interagency response to complex incidents including acts of terror. Funds will purchase approximately 38 MDCs that will be installed in Command Vehicles.
F. Fire Communications Radio Base Station ($100,000) – Funds will be used to install a second radio base station at the alternate Public Safety Answering Point (PSAP) to integrate with the fire station alerting system. This radio base station will allow automated vocal notifications of emergency incidents, including those involving terrorism.
Office of Emergency Management Allocation
G. Organizational Support for the Office of Emergency Management ($248,750) – Funding is to continue to provide planning support to OEM for up to 3.0 FTEs for a six-month period, including an Alert and Warning Coordinator, Resource and Community Coordinator, and Emergency Operations Center Readiness Coordinator. These existing positions will continue to be responsible for emergency communications, emergency logistics organization and associated activities, planning efforts, Emergency Operations Center readiness and incident management coordination, and other OEM activities that facilitate local and regional prevention of, protection against, mitigation of, response to, and recovery from all hazards especially those with a terrorism nexus. The funding will
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
cover the salary and benefit costs for these positions for the period of approximately July 1, 2022, through December 31, 2022.
CONCLUSION
The grant award provides critical funding to the City of San José to continue to prepare for, respond to, and recover from potential incidents of terrorism and other hazards through a regional collaboration of local jurisdictions around the San Francisco Bay Area.
EVALUATION AND FOLLOW-UP
This memorandum will not require any staff follow up.
CLIMATE SMART SAN JOSE
The recommendation in this memo has no effect on Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the January 11, 2022 City Council Meeting.
COORDINATION
This memorandum has been coordinated with the Office of the City Attorney.
COMMISSION RECOMMENDATION/INPUT
The memorandum does not require input from a board or commission.
COST SUMMARY/IMPLICATIONS
According to the terms and conditions of the 2021 UASI grant, the City of San José will be reimbursed by the City and County of San Francisco, the fiscal agent for the Bay Area UASI, for grant-related purchases of equipment, supplies, training, and planning expenditures not to exceed $1,681,608. As part of the recommendations in this memorandum, $753,483 in grant funds will be recognized and appropriated to the Police Department for a Bomb Squad Response Vehicle,
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
P25 Subscribers, and Portable Video Downlink. Another $679,375 in grant funds will be recognized and appropriated to the Fire Department for Portable Radios, MDCs for Command Vehicles, and a Fire Communications Radio Base Station. Finally, the remaining 2021 UASI grant funds of $248,750 is allocated for the Organization Support for the Office of Emergency Management, which is anticipated for inclusion in the 2022-2023 Proposed Operating Budget.
It is important to note that 4.0 of the 12.0 FTE positions in the Office of Emergency Management have historically been included in the budget on a one-time basis, including in the 2021-2022 Adopted Budget, by using available grant funds. For the upcoming 2022-2023 fiscal year, one of these positions does not yet have identified funding from January through June 2023 and one other position does not yet have identified funding for the full fiscal year, which will need to be factored into the 2022-2023 budget development process.
No matching funds are required for this grant. Any ongoing maintenance costs, as well as sustainment associated with projects contained within the Agreement, will be absorbed in the respective Police Department’s or Fire Department’s existing Non-Personal/Equipment appropriation. The costs necessary to replace new equipment will need to be considered in future grant opportunities or as part of a future budget process.
BUDGET REFERENCE
The table below identifies the fund and appropriations recommended to be amended as part of this memorandum.
Fund # Appn # Appn. Name Current
Total
Appn
Rec.
Budget
Action
2021-2022
Adopted
Operating
Budget
Page
Last Budget
Action
(Date, Ord.
No.)
001 R110 Revenue from
Federal
Government
$5,576,428 $1,432,858 131 10/19/2021,
Ord. No.
80261
001
NEW Urban Areas
Security Initiative
Grant - Police
2021
$0 $753,483 N/A N/A
001 NEW Urban Areas
Security Initiative
Grant - Fire 2021
$0 $679,375 N/A N/A
HONORABLE MAYOR AND CITY COUNCIL
December 16, 2021
Subject: 2021 UASI Grant Agreement
CEQA
Not a Project, File No. PP17-004, Government Funding Mechanism or Fiscal Activity with no commitment to a specific project which may result in a potentially significant physical impact on the environment.
/s/ /s/ /s/
ANTHONY MATA ROBERT SAPIEN, JR. RAYMOND RIORDAN
Chief of Police Fire Chief Director, OEM
JIM SHANNON
Budget Director
I hereby certify that there will be available for appropriation in the General Fund in the Fiscal Year 2021-2022 moneys in excess of those heretofore appropriated wherefrom, said excess being at least $1,432,858.
JIM SHANNON
Budget Director
For questions, please contact Lisa Perez, Division Manager with the Police Department at 408- 537-1624, Athena Trede, Deputy Director with the Fire Department at 408-794-6953, or Raymond Riordan, Director of OEM at 408-794-7050.