HomeMy WebLinkAbout21 - Urban Areas Security Initiative GrantCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 21
June 13, 2006
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Police Department
John Desmond, Captain, 644 -3650, jdesmond @nbpd.org
Bob McDonell, Chief of Police, 644 -3701, bmcdonell @nbpd.org
SUBJECT: ACCEPTANCE OF URBAN AREAS SECURITY INITIATIVE
(UASI) GRANT FUNDS FOR TRAINING COSTS
RECOMMENDATION:
Accept funds ($50,173) from the UASI Grant for reimbursing training
related costs associated with Department of Homeland Security (DHS)
courses for the Police and Fire Departments.
2. Authorize the establishment of a revenue account to facilitate the
administration of the UASI Grant funds.
3. Authorize the Chief of Police to sign the FY05 Santa Ana Allowable
Purchase Pre - Approval Form, accepting the Grant Training Allocation.
DISCUSSION:
Background:
The UASI Grant was established by the DHS for the purposes of training,
equipping and providing services for authorized cities and jurisdictions. The City
of Newport Beach falls within the Santa Ana UASI, administered by the City of
Santa Ana, specifically, the Santa Ana Police Department. The Police and Fire
Departments have received reimbursement funds for training in past years from
UASI Grants.
The goal of the DHS training is to provide Emergency Services personnel with
training to handle and respond to terrorism, major natural disasters and other
similar catastrophic events.
2005 UASI Grant Award
June 13, 2006
Page 2
The Santa Ana UASI has set aside a total of $50,173 for the City of Newport
Beach Police and Fire Departments for reimbursing the costs associated with
training in areas related to homeland security. For example, the City of Newport
Beach has recently trained its personnel in Weapons of Mass Destruction
Preparedness and the standardized National Incident Management System.
The funds from the UASI Grant will reimburse the City of Newport Beach for its
costs associated with DHS training, including tuition, personnel (overtime,
backfill, etc.) and travel. In order to accept reimbursement funds, the City of
Newport Beach must establish a revenue account to facilitate the administration
of UASI Grant funds.
Funding Availability:
DHS UASI Grant totaling $50,173. No matching funds are required for this grant.
Submitted by:
�QU
John Desmond, Captain'
Support Services Division Complander
AUC
Approved by:
YJ jt
Bob McDonell
CHIEF OF POLICE
Attachment B
FY05 Santa Ana UASI Allowable Purchase Pre - Approval Form
FY05 UASI Grant # 2005 -15, OES # 59 -69000
Page 1 of 2
Requesting Agency: City of Newport Beach Agreement #:
Point of Contact (POC):
Title:
Address:
Phone:
E -Mail:
FY05 UASI Project Name: FY05 Training Allocation
Amount Requested: $50,173
A detailed description of the item(s), service(s) or training being requested must be attached
to this request using the Description Page. This description should also include a detailed
list of all costs associated with the request.
Submitted By:
(Authorized Agency Representative)
Title:
For UASI Use Only
Request Reviewed By:
Recommended For Approval: ❑ Yes ❑ No
Amount Authorized
Requesting agency not to exceed this amount.
Authorized by: Paul M. Walters Chief of Police
Page I
Attachment B
FYO5 Santa Ana UASI Allowable Purchase Pre - Approval Form
FY05 UASI Grant # 2005 -15, OES # 59 -69000
Page 2 of 2
Description Page
Provide a detailed description of the item(s), services(s) or training being requested. This
description should include a detailed list of the costs associated with the request.
This is a formal request for FY05 UASI reimbursement funds allocated to the City of
Newport Beach in an amount not to exceed $50,173. This amount will reimburse training
costs including but not limited to tuition, overtime, and backfill for pre- approved Office of
Domestic Preparedness approved training for Police, Fire, and City personnel in accordance
with the "Agreement for Transfer or Purchase of Equipment/Services or for Reimbursement
of Training Costs" and all attachments.
The following is a suggested breakdown for Police, Fire, and City personnel training based
on a standardized formula: Police $22,760, Fire $17,378, and City $10,035. This division
of the total $50,173 allocation is a suggestion only, and can be used by the Police, Fire, and
City in any manner agreed upon by the three disciplines and in accordance with the
agreement.
A meeting with the FY04 training points of contact will be forthcoming, and will outline
FY05 training reimbursement protocol.
Page 2
TO: FY05 Santa Ana Urban Area Member (SUBGRANTEE)
SUBJECT: Instructions for Processing the FY05 Santa Ana UASI Agreement for
Transfer or Purchase of Equipment/Services or for Reimbursement of
Training Costs
Dear SUBGRANTEE,
In late 2005, the City of Santa Ana was again selected as the core city and administrator
of the Urban Areas Security Initiative Grant (UASI). The City of Santa Ana has assigned
the administration of the UASI Grant to the Homeland Security Division of the Santa
Ana Police Department with Commander Carlos Rojas serving as the primary point of
contact.
Your City /jurisdiction falls within the boundaries of the FY05 Santa Ana Urban Area and
as a member of this Urban Area your City /jurisdiction is eligible to apply for
reimbursement of funds you have expended for any authorized Department of Homeland
Security (DHS) approved equipment, services or training costs. The FY05 UASI Grant is
a reimbursement grant meaning Cities /jurisdictions must expend their own funds for
equipment, services or training cost and then apply for reimbursement of these
expenditures. In an effort to insure each City /jurisdiction does not expend funds for
equipment, services or training costs that are not allowable under the FY05 UASI Grant
each City /jurisdiction will be required to obtain prior written approval for expenditures
they plan to submit for reimbursement.
You are being provided with three copies of the FY05 Santa Ana UASI Agreement for
Transfer or Purchase of Equipment/Services or for Reimbursement of Training Costs.
This agreement will allow the Santa Ana UASI to use FY05 grant funds to reimburse
your City /jurisdiction for any authorized Department of Homeland Security (DNS)
approved equipment, services or training costs. The agreement is actually comprised of
two components, the Main Agreement and the "FY05 Santa Ana UASI Allowable
Purchase Pre - Approval Form ".
The first component, the Main Agreement, defines the terms and conditions of the
agreement and is accompanied by a copy of the DHS FY2005 Homeland Security Grant
Program Guidelines, a copy of the California Supplement to the Federal Program
Guidelines and a copy of the FY2005 Authorized Equipment List (AEL). The Main
Agreement does not specify any scope of work or define any funding amounts; this is
done using the second component, the "FY05 Santa Ana UASI Allowable Purchase Pre -
Approval Form ".
A copy of the "FY05 Santa Ana UASI Allowable Purchase Pre - Approval Form" is
attached to the Main Agreement as "Attachment B ". Your City /jurisdiction will use this
form to identify and request written approval for expenditures your jurisdiction plans to
submit for reimbursement. The form is designed to document the specific equipment,
services or training costs for which your jurisdiction will be expending funds and to set
the maximum reimbursement amount of each request.
There are several instances that may prompt the submission of a "FY05 Santa Ana UASI
Allowable Purchase Pre - Approval Form ": 1.) The UASI Grant staff may have identified
your City /jurisdiction to be the recipient of certain equipment, services or training. 2.)
Your jurisdiction may identify equipment, services or training they wish to purchase and
have reimbursed with FY2005 UASI Grant funds. 3.) An adjustment needs to be made to
the original reimbursement amount approved for your City /jurisdiction, e.g. the original
reimbursement amount was based on a budgetary quote and the actual cost of the
equipment, services or training now slightly exceeds the original authorized
reimbursement amount.
There is no set limit on how many forms may be submitted, but each form will be
reviewed and approved on a case -by -case basis. Before the Santa Ana UASI Grant staff
can approve any expenditure or process any forms your City /jurisdiction must have a
fully executed agreement in place with the City of Santa Ana. Instructions are listed
below that detail the steps your City /jurisdiction should follow to comply with this
requirement.
Prior to your City /jurisdiction expending any funds for equipment, services or training
costs for which they will seek reimbursement, they must first submit and receive written
approval from the FY05 Santa Ana UASI Grant staff. Instructions are listed below that
detail the steps your City /jurisdiction should follow to comply with this requirement.
All questions regarding the Main Agreement or the "FY05 Santa Ana UASI Allowable
Purchase Pre - Approval Form" should be referred to:
Cmdr. Carlos Rojas
UASI Grant Administrator
Sgt. Brian Sheldon
UASI Grant Coordinator
60 Civic Center Plaza 60 Civic Center Plaza
Santa Ana, CA. 92702 Santa Ana, CA. 92702
(714) 245 -8722 (714) 245 -8746
crojas @ci.santa- ana.ca.us bsheldon @ci.santa- ana.ca.us
Instructions for processing the Main Agreement:
1. Sign page 7 of all three copies of the Agreement.
2. Sign page 6 of all three copies of Attachment D — FY05 UASI Grant Assurances.
3. Sign all three copies of Attachment E— Certification of Debarment, Suspension
and Other Responsibility Matters
4. Sign all three copies of Attachment F— Certification Regarding Lobbying
Return all three copies of the Agreement to:
Sgt. Brian Sheldon
Santa Ana Police Department
60 Civic Center Plaza
Santa Ana, CA. 92702
5. Once the Santa Ana UASI Grant staff finishes processing the Agreement you will
be provided a copy of the fully executed Agreement for your records.
Instructions for submitting a the "FY05 Santa Ana UASI Allowable Purchase Pre -
Approval Form":
1. Complete the upper portion of the form identifying:
a. who will be the primary point of contact for the request.
b. the amount you will be submitting for reimbursement.
2. Have an authorized representative of your City /jurisdiction sign the form.
3. Use page 2 of the form to provide a detailed description of the equipment,
services or training costs your City /jurisdiction will be expending funds for and
submitting for reimbursement. The narrative should also include a detailed
description of the costs associated with the request. If additional space is
required, you may attach additional description pages to the form.
4. Submit the form to the Santa Ana Grant staff for review and approval. Forms
should be sent to Cmdr. Carlos Rojas or Sgt. Brian Sheldon at the listed address.
Cmdr. Carlos Rojas
Santa Ana Police Department
UASI Grant Administrator
60 Civic Center Plaza
Santa Ana, CA. 92702
(714) 245 -8722
crojas@ci.santa-ana.ca.us
Sgt. Brian Sheldon
Santa Ana Police Department
UASI Grant Coordinator
60 Civic Center Plaza
Santa Ana, CA. 92702
(714) 245 -8746
bsheldon@ci.santa-ana.ca.us
5. If you request is approved, you will receive a copy of the fonn that has been
signed and indicates the maximum amount that may be submitted for
reimbursement.
REMINDER - Prior to your City /jurisdiction expending any funds for equipment,
services or training costs for which they will seek reimbursement, they must first
submit and receive written approval from the FY05 Santa Ana UASI Grant staff.
City of Newport Beach NO. BA- 06BA -074
BUDGET AMENDMENT
2005 -06
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
AMOUNT: $50,173.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X No effect on Budgetary Fund Balance
To increase revenue estimates and expenditure appropriations for acceptance of an Urban Areas Security Initiative (UASI)
Grant for training expenses.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
1820 4866
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Police - ILJ UASI
Signed:
Signed:
Approval: Adminjstrative Services Director
City Manager
Amount
Debit Credit
$50,713.00
Automatic
$50,173.00
Date
(O O
ate
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
7014 General Fund - Miscellaneous & Studies
Account
Number
C1820802 ILJ UASI Grant
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Approval: Adminjstrative Services Director
City Manager
Amount
Debit Credit
$50,713.00
Automatic
$50,173.00
Date
(O O
ate
Signed:
City Council Approval: City Clerk Date