TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Paul Joseph
Robert Sapien, Jr.
Raymond Riordan
Jim Shannon
SUBJECT: See Below DATE: November 18, 2024
Approved
Date:
11/25/24
COUNCIL DISTRICT: Citywide
SUBJECT: A greement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
RECOMMENDATION
(a) Adopt a resolution authorizing the City Manager or her designee to negotiate and 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 2024 Urban Areas Security Initiative grant allocation in the amount of $1,573,585 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 2024 City-Wide Expenses appropriation to the Police Department in the amount of $748,766;
(2) Establish the Urban Areas Security Initiative Grant - Fire 2024 City-Wide Expenses appropriation to the Fire Department in the amount of $619,627; (3) Increase the City Manager Office’s Personal Service appropriation by $104,000; and
(4) Increase the estimate for Revenue from Federal Government by $1,472,393
.
COUNCIL AGENDA: 12/10/24
FILE: 24-2291
ITEM: 2.13
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
SUMMARY AND OUTCOME
Participation in the 2024 Bay Area Urban Areas Security Initiative (UASI) grant enables the City 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.
In 2024, $1,573,585 was awarded to the San José Police Department, San José Fire Department, and the City Manager’s 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 Police Department ($748,766):
1) APX NEXT Radios;
2) Medevac Bearcat;
3) Mobile Barricades; and,
4) Long Range Acoustic Device.
For the Fire Department ($619,627):
1) Arson Equipment;
2) Bendix King (BK) Radios (Hub);
3) BK Radios (Core);
4) Motorola Radios;
5) Satellite Phone Upgrades; and,
6) Fire Station Security Gate.
For the City Manager’s OEM ($205,192):
1) Organizational Support – Alert and Warning Coordinator (Executive Analyst II) .
Staff recommends the acceptance of the 2024 UASI grant allocation in the amount of $1,573,585. The term of the agreement is from November 1, 2024 through December 31, 2025; the funding will be spent over two fiscal years (2024-2025 and 2025-2026), with $1,472,393 recommended for appropriation in 2024-2025.
BACKGROUND
In January 2006, the United States 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
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
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 California Governor's Office of Emergency Services 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. The City and County of San Francisco acts as the fiscal agent for the UASI grant.
The UASI Approval Authority 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 $1,573,585 was awarded to the Police Department, Fire Department, and the OEM as part of the United States Department of Homeland Security, Federal Emergency Management Agency’s 2024 UASI grant program. Of the total funding awarded, $1,000,000 is to San José as a core city within the UASI region (core funding) and $573,585 is from South Bay Hub UASI competitive funds (hub funding). The term of the agreement is from November 1, 2024 through December 31, 2025. Due to the timeline of the grant, funding will need to be appropriated over two fiscal years.
The table below summarizes the expenditures.
City of San José Allocations – Total $1,573,585 2024-2025 2025-2026 Police Department
A APX Next Radios $140,000 $0
B Medevac-Bearcat $396,164 $0
C Mobile Barricades $184,000 $0
D Long Range Acoustic Device $28,602 $0
Sub-Total for Police Department $748,766 $0
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
2024-2025 2025-2026
Fire Department
E Arson Equipment (Core) $32,840 $0
F BK Radios (Hub) $32,732 $0
G BK Radios (Core) $64,428 $0
H Motorola Radios (Hub) $159,790 $0
I Satellite Phone Upgrades (Hub) $67,337 $0
J Security Gate (Core) $262,500 $0
Sub-Total for Fire Department $619,627 $0
Office of Emergency Management
K Organizational Support – Alert and Warning
Coordinator (Executive Analyst II) $104,000* $101,192
Sub-Total for OEM $104,000 $101,192
Total City Appropriation by Fiscal Year $1,472,393 $101,192 * The 2024-2025 Adopted Budget assumes the cost for the position to be partially funded by the 2023 UASI grant.
The following list provides information on the 2024 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. APX Next Radios ($140,000) – Funding will be used to purchase multi-band radios to enhance the San José Police Department’s ability to coordinate mutual aid response from outside the coverage of the current radio system.
B. Medevac-Bearcat ($396,164) – Funding will be used to purchase an armored response vehicle equipped to provide medical care when responding to dangerous environments, where basic life support is needed.
C. Mobile Barricades ($184,000) – This project seeks to strengthen police response by utilizing these barricades around areas of high density, where perimeter security is needed. This equipment will play a significant role during the upcoming Superbowl and World Cup events coming to the Bay Area.
D. Long Range Acoustic Device ($28,602) – Funding will support the procurement of a Long Range Acoustic Device. This equipment can be deployed during natural disasters, crowd management, evacuations, and as a tool to communicate with large groups of people over long distances.
E. Arson Equipment (Core) ($32,840) – Funding will be used to purchase tools and equipment to support the Fire Department’s arson investigations. These tools
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
and equipment will enhance the efficiency and safety of arson investigations by improving the investigative process and ensuring safety of the community.
F. BK Radios (Hub) ($32,732) – Funding will be used to purchase BK radios that meet the current National Interagency Fire Center and California Fire Assistance Agreement requirements. BK radios are used during the California Governor's Office of Emergency Services statewide mutual aid assistance incidents, as well as by the Federal Emergency Management Agency’s Task Force 3 incidents.
G. BK Radios (Core) ($64,428) – Funding will be used to purchase BK radios that meet the current National Interagency Fire Center and California Fire Assistance Agreement requirements. BK radios are used during California Governor's Office of Emergency Services statewide mutual aid assistance incidents, as well as by the Federal Emergency Management Agency’s Task Force 3 incidents.
H. Motorola Radios (Hub) ($159,790) – Funding will be used to purchase portable radios and equipment to outfit three new Ready Reserve Engines with the required interoperable equipment. The Ready Reserve Engines are used to backfill resources that have been deployed on mutual aid events.
I. Satellite Phone Upgrades (Hub) ($67,337) – Funding will be used to enhance satellite phone capabilities by upgrading the current satellite phone. The upgrades will enhance call quality, range, and data transfer, ensuring reliable power and protection against power constraints in emergency responses. The upgrades will also be compatible with other satellite networks, increasing resilience and reliability for emergency responders, especially in remote areas.
Advanced master handsets in a satellite communication system will aid in centralized control, call management, heightened security, efficient networkwide communication, and bolstering reliability.
J. Security Gate (Core) ($262,500) – Funding will be used to secure the perimeter of Fire Station 14 with fencing. Securing the station will mitigate vandalism and theft, as the current set-up is unsecured.
K. Organizational Support - Alert and Warning Coordinator ($205,192) – Funding is to provide organizational support to continue a 1.0 Alert and Warning Coordinator (Executive Analyst II) position. This position will be responsible for emergency communications 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. This includes ensuring accessibility and use of the Everbridge system to provide emergency notices at the time of an event and provide training and develop protocols for the use of the system by City staff. The funding will partially cover the salary and benefit costs for this position this fiscal year, supplemented by the use of 2023 UASI grant
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
funds, and will almost entirely cover the costs for the position in 2025-2026.
Requests to extend the grant beyond the term of the agreement will be addressed as needed.
EVALUATION AND FOLLOW-UP
This memorandum will not require any staff follow-up.
COST SUMMARY/IMPLICATIONS
According to the terms and conditions of the 2024 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 $1,573,585. As recommended in this memorandum, $748,766 in grant funds will be appropriated to the Police Department, $619,627 in grant funds will be appropriated to the Fire Department, and $205,192 will be allocated to OEM, of which $104,000 will be appropriated now and the remaining $101,192 will be allocated in the 2025-2026 budget process.
No matching funds are required for this grant. The estimated ongoing cost is $6,000 for the APX Next radios, $8,000 for the Medevac-Bearcat, and $3,000 for the Motorola radios. Any replacement or ongoing maintenance costs for the equipment will be brought forward as part of the development of a future budget.
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 Urban Areas Security Initiative Grant Funds
BUDGET REFERENCE
The table below identifies the fund and appropriations recommended to be amended as part of this memorandum.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 10, 2024 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
Fund
No.
Appn.
No.
Appropriation
Name
Total
Appropriation
Rec. Budget
Action
2024-2025
Adopted
Operating
Budget
Page
Last Budget
Action (Date,
Ord. No.)
001 NEW Urban Areas
Security
Initiative Grant
- Police 2024
$0 $748,766 N/A N/A
001 NEW Urban Areas
Security
Initiative Grant
- Fire 2024
$0 $619,627 N/A N/A
001 0111 City
Manager’s
Office
Personal
Services
$22,127,977 $104,000 456 10/22/2024
Ord. No
31130
001 R110 Revenue from
Federal
Government
$11,258,670 $1,472,393 133 10/22/2024,
Ord. No
24-368
HONORABLE MAYOR AND CITY COUNCIL
November 18, 2024
Subject: Agreement with the City and County of San Francisco to Allocate 2024 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.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/ /s/
PAUL JOSEPH ROBERT SAPIEN, JR.
Chief of Police, Police Department Fire Chief, Fire Department
/s/
RAYMOND RIORDAN JIM SHANNON
Director, City Manager’s Office Budget Director
of Emergency Management
I hereby certify that there will be available for appropriation in the General Fund in the Fiscal Year 2024-2025 moneys in excess of those heretofore appropriated wherefrom, said excess being at least $1,472,393.
JIM SHANNON
Budget Director
For questions, please contact Jennifer Otani, Division Manager with the Police Department at [email protected]
or 408-537-1624; Athena Trede, Deputy
Director with the Fire Department at [email protected] or 408-794-6953; or Raymond Riordan, Director of OEM at [email protected] or 408-794-7050.