TO: HONORABLE MAYOR FROM: Anthony Mata
AND CITY COUNCIL Robert Sapien, Jr.
Raymond Riordan
Jim Shannon
SUBJECT: SEE BELOW DATE: November 15, 2022
Approved Date
11/21/22
SUBJECT: AGREEMENT WITH THE CITY AND COUNTY OF SAN FRANCISCO TO ALLOCATE 2022 URBAN AREAS SECURITY INITIATIVE (UASI)
GRANT FUNDS
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 2022 Urban Areas Security Initiative grant allocation in the amount of $1,546,794 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 the Urban Areas Security Initiative Grant - Police 2022 City-Wide Expenses appropriation to the Police Department in the amount of $853,156; (2) Establish the Urban Areas Security Initiative Grant - Fire 2022 City-Wide Expenses appropriation to the Fire Department in the amount of $312,244; and (3) Increase the estimate for Revenue from Federal Government by $1,165,400.
OUTCOME
Participation in the 2022 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.
COUNCIL AGENDA: 12/6/22
FILE: 22-1789
ITEM: 2.19
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
EXECUTIVE SUMMARY
In 2022, $1,546,794 was awarded to the City of San José Police Department, Fire Department, and the Office of Emergency Management (OEM) as a part of the United States 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 ($853,156):
A) Total Containment Vessel
B) Thermal Scientific Chemical Detector
C) Pole Camera System
D) Chemical Suits
E) Backpack Radiation Detectors
F) Rapid Response All-Terrain Vehicle
G) Compact Rapid Deployable Cellular on Wheel
For the San José Fire Department ($312,244):
H) Active Assailant Enhancements
I) Single Layer Wildland Pants
J) Portable Radios
K) Thermal Imaging Handheld Cameras
For OEM in the City Manager’s Office ($381,394):
L) Organization support for OEM Citywide services
Staff recommends the acceptance of the 2022 UASI grant allocation in the amount of $1,546,794. The term of the Agreement is from November 1, 2022 through December 31, 2023, and the funding will be spent over two fiscal years (2022-2023 and 2023-2024).
BACKGROUND
In January 2006, the Department of Homeland Security announced that the separate UASI 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 12 counties in the Bay Area:
Alameda, Contra Costa, Marin, Monterey, Napa, San Benito, Santa Clara, Santa Cruz, San Francisco, San Mateo, Solano, and Sonoma.
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
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
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 May 13, 2022, the Department of Homeland Security released its 2022 Homeland Security Grant Program Notice of Funding Opportunity, which includes the Fiscal Year 2022 UASI grant award for the Bay Area. The Bay Area UASI grant allocation for Fiscal Year 2022 is $37,049,000, a one percent decrease from the 2021 UASI allocation of $37,500,000. 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, 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, 2021, through November 30, 2025. The new governance memorandum of understanding was presented and approved by City Council on January 11, 2022
1. 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 $1,546,794 was awarded to the City of San José Police Department, Fire Department, and the OEM as part of the Department of Homeland Security, Federal Emergency Management Agency’s 2022 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 $546,794 is from South Bay Hub UASI competitive funds (hub funding). The funded projects will be used to support OEM organization support for Citywide services, communications systems support activities, technology capability improvements, and equipment purchases. The term of the Agreement is from November 1, 2022, through December 31, 2023. Due to the timeline of the grant, funding will need to be appropriated over two City fiscal years: 2022-2023 and 2023-2024. The requested City Council action will appropriate 2022-2023 funding and the remainder of the grant funding will be brought forward during the 2023-2024 budget process.
1 City Council approved UASI governance memorandum of understanding:
https://sanjose.legistar.com/View.ashx?M=F&ID=10362885&GUID=F4A04DC5- 9F48-4D4A-9BEC- C86A7F32A523
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
The table below summarizes proposed expenditures:
City of San José Allocations – Total $1,546,794 2022-2023 2023-2024 Police Department Allocations
A Total Containment Vessel $350,000 $0
B Thermal Scientific Chemical Detector $120,000
C Pole Camera System $96,556
D Chemical Suits $94,100
E Backpack Radiation Detectors $92,500
F Rapid Response All-Terrain Vehicle $20,000
G Compact Rapid Deployable Cellular on Wheel $80,000
Sub-Total for Police Department $853,156 $0
Fire Department Allocation
H Active Assailant Enhancements $ 112,500 $0
I Single Layer Wildland Pants $ 101,550
J Portable Radios $ 51,596
K Thermal Imaging Handheld Cameras $ 46,598
Sub-Total for Fire Department $312,244 $0
OEM Allocations
L Organization support for the OEM $135,732* $245,662
Sub-Total for OEM $135,732 $245,662
Total City Appropriation by Fiscal Year $1,301,132 $245,662 *The 2022-2023 Adopted Budget assumed the reimbursement of the two OEM positions from the 2022 UASI grant; therefore, no budget adjustment is needed at this time.
The following list provides information on the 2022 UASI projects and their estimated portion of the grant funding to the City of San José. These estimates are subject to reallocation and/or change over the course of the grant term; however, the total grant amount to the City is expected to remain the same.
A. Total Containment Vessel ($350,000) – Funding will be used to purchase a trailer mount total containment vessel to respond to explosive threats. The total containment vessel will have the capability of a remote door operation allowing the use of a bomb robot. The equipment will increase the safety and survivability of bomb technicians tasked with safely transporting energetic materials in urban areas.
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
B. Thermal Scientific Chemical Detector ($120,000) – Funding will be used to purchase a chemical detector to increase unit capability when responding to incidents involving unknown chemicals. Proper identification of unknown chemicals is vital when determining the best practice for render safe or disposal of energetic or hazardous materials.
C. Pole Camera System ($96,556) – Funding is to support two wireless video surveillance pole camera systems that will aid in gathering intelligence and surveilling an environment without exposing operators to unnecessary risk. The system is a video monitoring and recording device on a telescoping pole which allows operators to conduct tactical inspections from a safe distance. The cameras would be used during significant events where there is a threat concern.
D. Chemical Suits ($94,100) – Funding will be used to purchase chemical suits for the Bomb Squad and other special operations personnel which will allow them to respond to critical incidents in a chemical, biological, radiological, nuclear, and highly yield explosives environment.
E. Backpack Radiation Detectors ($92,500) – The project will provide funding for two radiation detection backpacks to increase radiological detection capabilities at large-scale public events. This equipment will assist bomb technicians and hazmat personnel to monitor parking lots and entry points at public events. In the event of a radiological incident, the equipment would be instrumental in determining the size and directions of radiological materials. This information is critical for determining evacuation areas for the general public and first responders.
F. Rapid Response All-Terrain Vehicle ($20,000) – Funding will support procurement of an all-terrain vehicle to provide a rapid response time when responding to active shooter or suspicious package calls while working large scale events congested with vehicle and pedestrian traffic. The all-terrain vehicle will serve the Bay Area region in many functions by allowing personnel the ability to maneuver through densely populated events while transporting equipment necessary to perform their duties. Tactical officers will have increased visibility and respond quickly to reports of active shooters and suspicious packages.
G. Compact Rapid Deployable Cellular on Wheel ($80,000) – The project will provide FirstNet connectivity when and where AT&T cellular coverage is unavailable, due to a natural disaster, network outage, or other major events. The cellular device can be rapidly deployed and set up quickly to restore mission critical and cellular (FirstNet) communications anywhere in the Bay Area while FirstNet responds with its deployable assets.
H. Active Assailant Enhancements ($112,500) - This project seeks to strengthen exterior access doors and entryways to the Police and Fire Departments’ 911 Communication Center building on the San José Police Department campus to be resistant against breach
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
by terrorist actors. Measures include replacement or retrofit of standard glass entranceways and doors with ballistic resistant materials designed for secure facilities.
This project would also create safe rooms in each building on the campus that can be secured by replacement of standard doors with ballistic resistant doors.
I. Single Layer Wildland Pants ($101,550) - Funding will be used to purchase single layer wildland pants to support safety and efficiency of San José Fire Department personnel when responding to wildland and wildland-urban interface areas that are highly vulnerable to terrorists employing arson as a method of attack.
J. Portable Radios ($51,596) - This funding will support the City’s radio program to purchase compliant dual-band radios. These radios can communicate across all Silicon Valley Regional Communication Systems channels and support interoperability amongst multiple response agencies when responding to disasters and acts of terror. Additionally, the radios will effectively function when responding to support statewide mutual aid system assistance requests.
K. Thermal Imaging Handheld Cameras ($46,598) - Funding will support procurement of thermal imaging handheld cameras to be used when visibility is poor and there is a need to thermally scan for victims and provide the rescuer visual orientation to their surroundings. Using these cameras allows the rescuer to carry additional life safety equipment as well. The cameras show temperature variances to detect chemical and incendiary devices from a safe distance, liquid products exact location and spread, if a product is acting unstable within the container. Additionally, the cameras can assist rescuers in determining product migration allowing for quicker defensive tactical control measures such as dams/barriers.
L. Organizational Support for the OEM Citywide Services ($381,394) - Funding is to provide planning support to OEM for up to 2.0 full-time equivalent positions: an Alert and Warning Coordinator, and Resource and Community Coordinator. These positions will be responsible for emergency communications, emergency logistics organization and associated activities, 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 cover the salary and benefit costs for these positions for the period of approximately January 1, 2023 through December 31, 2023.
The City has used UASI grant funds to staff various OEM positions throughout the years.
The 2021 UASI grant2 provided funding for three 0.5 full time equivalent positions, including an Alert & Warning Coordinator, Resource and Community Coordinator, and Emergency Operations Center Readiness Coordinator for a period of six months from
2 UASI 2021 Grant Memorandum to City Council, January 11, 2022:
https://sanjose.legistar.com/View.ashx?M=F&ID=10364130&GUID=B98EC73F -F003-490E-A3E0- 55CF0D9E5878
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
July 1, 2022 through December 31, 2022. With the 2022-2023 Adopted Operating Budget, City Council approved continuing 1.0 Emergency Operations Center Readiness Coordinator (Executive Analyst II) position, on a permanent basis, to be funded through the General Fund. The remaining 2021 UASI grant funding earmarked for the Emergency Operations Center Readiness Coordinator was reallocated to continue a Mass Care Coordinator staff position through June 30, 2023 (2021 UASI grant funding was extended through June 30, 2023).
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 memorandum 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 December 6, 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.
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
COST SUMMARY/IMPLICATIONS
According to the terms and conditions of the 2022 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 $1,546,794. As part of the recommendations in this memorandum, $853,156 in grant funds will be recognized and appropriated to the Police Department for a Total Containment Vessel, Thermal Scientific Chemical Detector, Pole Camera System, Chemical Suits, Backpack Radiation Detectors, Rapid Response All-Terrain Vehicle, Compact Rapid Deployable Cellular on Wheel. Another $312,244 in grant funds will be recognized and appropriated to the Fire Department for Active Assailant Enhancements, Single Layer Wildland Pants, Portable Radios, and Thermal Imaging Handheld Cameras. Finally, the remaining 2022 UASI grant funds of $381,394 is allocated for the organization support for the OEM Citywide services, of which approximately $135,732 for the current fiscal year was previously assumed in the 2022-2023 Adopted Operating Budget and the remaining $245,662 is anticipated for inclusion in the 2023- 2024 Proposed Operating Budget.
No matching funds are required for this grant. Any replacement or 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.
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
2022-2023
Adopted
Operating
Budget
Page
Last Budget
Action
(Date, Ord.
No.)
001 R110 Revenue from
Federal
Government
$9,166,380 $1,165,400 135 10/18/2022,
Ord. No.
80717
001
NEW Urban Areas
Security Initiative
Grant - Police
2022
$0 $853,156 N/A N/A
001 NEW Urban Areas
Security Initiative
Grant - Fire 2022
$0 $312,244 N/A N/A
HONORABLE MAYOR AND CITY COUNCIL
November 15, 2022
Subject: Agreement with the City and County of San Francisco to Allocate 2022 Urban Areas Security Initiative Grant Funds
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 2022-2023 moneys in excess of those heretofore appropriated wherefrom, said excess being at least $1,165,400.
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.