Agenda Item No. 4
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council Members
FROM: Trevor Benson, Emergency Services Coordinator
FOR: City Council Meeting of November 14, 2022
SUBJECT: 2021 Homeland Security Grant Acceptance — Police Department RECOMMENDATION:
That City Council:
1. Approve the acceptance of the 2021 Homeland Security Grant award in the amount of $19,441 for the acquisition and installation of removable traffic safety bollards to be installed in the Up -Town district: and
2. Approve an amendment to the Fiscal Year 2021-2022 Annual Budget for the 2021 Department of Homeland Security Grant, with an increase in each the grant revenue and the capital outlay expenditure budgets in the amount of $19,441; and
3. Approve and authorize the acquisition and installation of removable bollards from Three Peaks Corporation Extrication in the amount of $19,441.
DISCUSSION:
The 2021 Homeland Security Grant was awarded to the County of San Bernardino for distribution to Fire and Police Departments within the County. Awarded dollar amounts are based primarily on population served. Yucaipa Police Department was awarded the amount of $19,441 for the acquisition and installation of removable traffic safety bollards in the historic Uptown District.
With the overwhelming community participation and desire for events such as Autumn Fest, Winter Fest, YPAC Concerts and the Music and Arts Festival the need to close streets to vehicle traffic have increased. As we have seen around the world there have been incidents where street festival goers have been injured by vehicles, either by errant drivers or persons who use vehicles as weapons to kill or injure scores of people at one time. The ability to block streets off to vehicular traffic for the safety of patrons is paramount and one method for this is the use of safety bollards.
These bollards would be removable and re -deployable in certain locations, giving the City and the Police Department, the ability to redeploy the bollards based on the needs for traffic flow and the extent of the event. The bollards would be affixed in the ground in receptacles which would be pre -installed in the roadway surface in a number of locations throughout the Up -Town District.
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City Council Agenda Report
2020 Homeland Security Grant Acceptance
For Meeting of November 14, 2022
The staff time to deploy these bollards is significantly reduced in comparison to using K-rails and provides a more professional and inviting appearance.
The City and the Yucaipa Police Department will be seeking future grants for purchase of additional bollards and receptacles so the Uptown District can be adequately protected against modern vehicle materials.
FISCAL IMPACT:
The total grant amount is $19,441.00. The total cost of the equipment and installation is $19,441.00, leaving a zero balance.
Approved by:
ATTACHMENTS:
A: HSGP FY21 Expenditure Authorization Letter
B: Example Picture of Removable Bollards
C: Three Peaks Corp. Design Drawing
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1743 Miro Way, Rialto, CA 92376 1 Phone: 909,356.3998 Fax: 909.356.3965 Office of Emergency Services
August 29, 2022
TO: CITY/TOWN GRANT PROGRAM MANAGER
SUBJECT: FY2021 HOMELAND SECURITY GRANT PROGRAM
AUTHORIZATION TO SPEND
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Leonard X. Hernandez
Chief Executive Officer
Daniel Murioz
Deputy Executive Officer
(HSGP)
The California Governor's Office of Emergency Services has approved your FY2021 HSGP project(s). As of the date of this letter, you are authorized to make expenditures using FY2021 Homeland Security Grant Program (HSGP) funds.
Be aware that your project allocation amount may have changed. Take note of the amount located on the attached project worksheet. Should you need to submit a modification request to change your project in any way, including increasing the quantity of items, please do so as soon as possible. The next deadline to submit modification requests is 9130/22.
During the procurement process, please make sure to follow grant guidelines and requirements.
Procurement may not begin on projects requiring an Environmental Historic Preservation or other type of pre -approval, as indicated on the attached project worksheet, until requests are submitted and approval has been obtained.
Please note the following:
1. First Milestone Deadline: All projects should be 30% completed by 12131/22.
2. Modifications: All project changes require pre -approval from Cal OES 2dar to incurring any costs. Modification requests are due quarterly. Refer to the FY21 Grant Deadlines for submission dates. The scope of work on projects identified as National Priority projects cannot be modified. Changes in quantities on National Priority projects must have FEMA approval.
3. Procurement: General procurement standards with open competition must be followed for all federal grant expenditures, according to 2 C.F.R. § 200.318-200.323. Copies of three (3) quotes/bids must be submitted with reimbursement requests.
4. Noncompetitive Procurement: Documentation of entity procurement policies must be submitted with reimbursement requests for all noncompetitive procurement. Purchases over $250,000 will require pre -approval from Cal OES prior to procurement, following up with your governing board or council, if applicable. A cost benefit analysis is required with noncompetitive procurement requests.
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FY21 HSGP Authorization to Spend
August 29, 2022
PAGE 2 of 2
5. SAMS Verification: A print-out of the SAM.gov vendor verification report must be printed rior to procurement for all vendor/contractors and must be submitted with reimbursement requests. Note: Vendor registration in SAM.gov is not required. However, the vendormust not be debarred or restricted from receiving federal funds, which will appear in your vendor verification report if the vendor has restrictions.
6. Performance Bond: A performance bond is required for any equipment item over $250,000, or any vehicle, aviation, or watercraft, regardless of the cost.
7. Audit Requirements: This subaward is subject to all provisions of 2 C.F.R Part 200, Subpart F — Audit Requirements. Any funds received in excess of current needs, approved amounts, or those found owed as a result of a final review or audit, must be refunded to the State within 30 days upon receipt of an invoice.
Refer to the grant guides for additional procedures and requirements.
If you have any questions, please feel free to contact the Grant's Unit at (909) 388-5832.
Sincerely,
- ANIEL MUNOZ., Deputy Executive Officer
San Bernardino County
Office of Emergency Services
DM/ts
Attachments
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