HomeMy WebLinkAboutStaff Report 3.C 8/5/2013 •
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DATE: August 5, 2013
t TO: Honorable Mayor and Members of the City Council through City Manager •
! ROM: Patrick Williams, Chief of Police pA--tz -7- 2-of'3'
SUBJECT: Resolution Authorizing the Petaluma Police Department to Apply for and Accept
Edward Byrne Memorial Justice Assistance Grant(JAG) Program FY 2013 Local
Solicitation Funds in the Amount of$12,815 for the Purchase of Portable Radios
to Replace E, ui?ment no Long er Su pp orted by Motorola, and Authorizing the
City Manager to Execute All Grant and Purchase Related Documents.
RECOMMENDATION
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It is recommended that the •City Council adopt a Resolution Authorizing the Petaluma Police
Department to Apply for and Accept Edward! Byrne Memorial Justice Assistance Grant (JAG)
Program FY 2013 Local Solicitation Funds''in the Amount of $12,815 for the Purchase of
Portable Radios to Replace Equipment no Longer Supported by Motorola, and Authorizing the
City Manager to Execute All Grant and.Purchase Related"Documents:
BACKGROUND '
The Edward Byrne Memorial Justice Assistance Grant(JAG) supports criminal justice activities
and programs. This particular grant utilizes a Part 1''Crimes Index (specific felony crimes) to
L year In the case of the City of
calculate allocations to state and local governments each fiscal
Petaluma, an allocation of$12,815 in funds has been established for FY 2013.
The Police Department has identified the need. to purchase equipment to replace-outdated, failing
Portable radio equipment.ment. The current police.portables'have been in operation for more than 10
ears: These radios are beyond their life expectancy and.are no long er supported for repair by
Department eland Security grant in 2012, twenty
the manufacturer, Motorola. Under the of-Homeland
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portable radios patrol were replaced. When the radio. equipment is purchased under this grant, the
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Majority of� atrol officers will have new radios but there will still be in excess of 30 radios in
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need of replacement,for Other staff members.
The equipment will be purchased from Day Wireless Systems,,the company currently under
City Petaluma.for providing and maintaining emergency communications
also contract with the Cit of s a so he�local vendor for Motorola equipment.
equipment. Day Wireless;
Agenda Revie .
City Attorney Finance Director City Man r S
This grant requires the local governing body to review the grant application and allow for public
comment prior to grant funding. This requirement will be met b y the Council reviewing this
agenda report and adopting this":resolution. ti
I)IS,CIJSSION ,
The Petaluma Police Department has submitted p :' ,rued an� application for funding. under this grant
program to purchase the equipment;described above The Council has the authority to accept the
grant funds and authorize-the future purchase of the described equipment. If the Council chooses
not to accept the grant funds, the Petaluma Police Department*does not have a separate funding
source for the purchase of this equipment. ".
FINANCIAL IMPACTS
The total equipment cost for this project is $43,11925. The grant funding of $12;815700 will
cover approximately 98% of the equipment cost for this project Additional funding will be
required for the $304.25 'balance of the equipment purchase, and will be provided from the
, supplies and equipment accounts in the Police EDepartntent budget.
ATTACHMENTS
1. Resolution
2. Complete Grant Application
3.. Equipment Bid from Day Wireless?Services
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Resolution Authorizing the Petaluma Police Department to Apply for and Accept Edward.Byrne
Memorial Justice Assistance,:Grant(JAG)Program FY 2013. Local Solicitation Funds in the
Amount of$12,815 for the Purchase-of Portable Radios to Replace Equipment,no Longer
Supported by Motorola,and Authorizing.the City Manager to Execute All Grant and Purchase
Related'Documents..
WHEREAS,the City of Petaluma Police Department desires to apply for and accept the Edward
Byrne Memorial Justice Assistance Grant(JAG)Program FY 2013 Local Solicitation;
NOW,THEREFORE,BE IT-RESOLVED THAT:
1. The City Manager of the City'of Petaluma'is authorized to submit the attached grant
to the Edward Byrne Memorial Justices Assistance Grant(JAG)Program and execute
all documents necessary to administer the grant and procurement of equipment; and
2. The City of Petaluma.agrees to the funding.requirements and terms and conditions of
the.Edward"Byrne:Memorial Justice Assistance Grant(JAG)Program; and
3. Grant funds received shall be used to purchase the equipment necessary for the
replacement of portable radios no longer supported by Motorola;and
4. The City Council finds that the open market procedure outlined in Petaluma
Municipal code Section 4.04.090 does"not apply to this purchase and that
procurement of this e q ui ment from a sole source is justified pursuant to
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Petaluma Municipal Code Section 4.04.050, because Motorola equipment is
only sold through regional distributors, Motorola equipment is compatible
with existing communications equipment, and the City of Petaluma is under a
maintenance contract with the Motorola vendor for new and existing
emergency communications equipment, and
5. This purchase amount is below the formal-bid limit for the City of Petaluma; and
6. The City Council authorizes execution of .a purchase order with Day Wireless
Systems for the equipment, if the grant is funded, in an amount not to exceed
$13,119.25. '
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Page 1 of 2
APPLICATION FOR . 2.DATE SUBMITTED A.:-
ppl�earitIdentif er�,
FEDERAL ASSISTANCE.
July 08,2013
1. TYPE OF SUBMISSION 3. DATE RECEIVED BY rState Application Identifier
STATE
pplicationNon-Construction
4.DATE RECEIVED BY Federal Identifier
FEDERAL AGENCY
5.APPLICANT INFORMATION
Legal Name Or ganizational Unit
City of Petaluma Police Department,
Address , N.ame and telephone number of
the person to be�"contacted on
969 Petaluma Blvd N �; matters involving this application
Petaluma, California
94952-1921 , Christensen,Marlin
• 707 241 5573
6. EMPLOYER IDENTIFICATION NUMBER(FIN) 7. TYPE OF APPLICANT
94-6000392 Municipal
8. TYPE OF APPLICATION ! 9 NAME OF FEDERAL
AGENCY .
New i
Bureau of Justice Assistance
10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 11 .DESCRIPTIVE TITLE OF
,: APPLICANT'S PROJECT
NUMBER: 16338
CFDA EDWARD BYRNE MEMORIAL JUSTICE'
Purchase twelve new P25-
�r compliant:portable police radios
TITLE':
ASSISTANCE GRANT PROGRA VI to replace outdated/unsupported
radios currently in service
12.AREAS AFFECTED BY PROJECT
Equipment General System Improvement
13. PROPOSED PROJECT '14 CONGRESSIONAL
Start'Date: October 01,201.2 DISTRICTS OF
End Date: T . September 30,"2014
a.Applicant
b.Project CA06,
15. ESTIMATED FUNDING '16. IS APPLICATION SUBJECT
TO REVIEW BY STATE
Federal $12,815: EXECUTIVE ORDER 12372
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Applicant $304 I E PROCESS?
State $0 j I
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htt s// ants.o usdo ov/ msexternal/a licationReviewdo rint es 7/8/2013
p '� gx` Jp.., j.g g . pp � �p _; -y
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Page 2 of 2
Local $Q Program has not been selected by
Other $D ,
state for review
Program Income $0 X17. IS THE APPLICANT
DELINQUENT ON ANY
TOTAL $13 119 FEDERAL DEBT?
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18. TO THE BEST OF MY KNOWLEDGE,AND;BELIEF,.
ALL DATA IN THIS APPLICATION
PREAPPLICATTION ARE TRUE AND CORRECT,THE DOCUMENT HAS BEEN DULY
AUTHORIZED BY GOVERNING.BODY OF THE APPLICANT AND THE APPLICANT WILL
COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS REQUIRED.
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https://grants.ojp.usdoj.gov/gmsexternal/applicatiOnR'
eview do?print=yes 7/8/2013
Edward Byrne Memorial Justice Assistance Grant Program (JAG) FY 2018 Local Solicitation
PETALUMA POLICE DEPARTMENT
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Program Abstract
Applicants'Name
City of Petaluma,California
Project Title
Purchase twelve new P25-compliant portable police radios to replace outdated/unsupported radios
currently in service
Project Goals
1. improve the emergency communications equipMent inventory by replacing aging radio
equipment no longer supported by the maribfacturer.
Project Identifiers
1. Equipment General 2. Communications
Narrative Description of Strategies
The Petaluma Police Department intends to purchase twelve new portable police radios to
replace outdated equipment no longer supported by the manufacturer. This purchase is part of an
overall effort, a portion of vvhich was funded by FY 2012 Byrne (JAG) grant funds,to update emergency
communications infrastructure and equipment in compliance with Federal interoperability guidelines.
CFDA 16.738 Program Abstracl Page 1 of 1
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Edward Byrne Memorial Justice Assistance Grant Pro ran
(JAG) FY 2013 Local Solicitation
PETALUIVIA POLICE DEPARTMENT
Program;Narrative
The City of Petaluma, California, is the second largest .city rin Sonoma County with a
population of nearly 60,000 people. The police department currently has 62 sworn officers.
Thirty six of these officers are assigned to the patrol division and have the highest need for
dependable radio equipment. By 2012, all of
the portable radios assigned to sworn officers
were over 10 ears old and were no longer 4ipportec.y � g by Motorola. As the radio equipment
failed it could not be repaired.
In the last year, through Department o4f Homeland Security grant funding, 20 portable
radios were,replaced. Funding from the FY 2013 JAG grant will be used toward the purchase of
12 additional replacement radios. When the radio equipment is purchased under this grant,
the majority of our patrol officers will have new radios but there will still be in excess of 30
radios in need of replacement for other staff members.,
The total cost of these new radios will be $13,119.25. The amount of funding available
to the City of Petaluma under the FY 2013 JAG program is $12,8 15. The remaining balance of
$304.25 will be paid by the City of Petaluma separate from any other source of Federal funding.
All equipment purchased in this project is in compliance with FY 2013 SAFECOM
Guidance for Emergency Communications Grants ensuring interoperable communications.
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CFDA 16.738 Program;Narrative Page 1 of 1
Edward Byrne Memorial,Justice Assistance Grant Program(JAG) FY 2013 Local Solicitation
PETALUMVIA POLICE DEPARTMENT
ReviewlNarratiVe
This grant application is being, submitted for review and',acceptance by the Petaluma City
Council at the August 5, 2013, council meeting. Advance notice will be posted on the City Web Site and
physically posted in City Hall regarding this meeting date and the agenda items to be considered by the
council. The public will have an opportunity to make comments regarding this grant application at the
council meeting per established procedures.
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CFDA 16:738 Review,Narrative; Page 1 of 1
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Edward Byrne Memorial Justice Assistance Grant Program (JAG)"FY 2013 Local Solicitation
. PETALUMA POLICE DEPARTMENT
Budget±Worksheet.
Equipment
Quantity Description L k Unit Cost Total.
P:'
12 Astro Digital XTS1500 UHF Model 1 450'-1.520 MHZI $ 526.50 $6,318.00 -
1-5W 48 Channel Base
12 ENH: SoftwareP25.Conventional 278.64 3,343.68
12 ENH: 1-Year SFS Lite 44.00 . 528.00
12 Chgr 110V US'Tri Chemistry 78.00 ' 936.00
12 Remote Speaker Microphon e,Model IP57 69.03 828.36
' ' Subtotal(not includin g.Shipping and Taxes) I $11,954.04
Tax: 986.21 ,
Shipping: 179:00
TOTAL: $13,119.25
Budget Item SUmmary. '
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Equipment: $11,954.04
Tax: r. ` -98.6.21 .
Shipping': ! 179:00
Total:' $:13,119.25
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Federal Portion under Grant: $12,815.00 (97,7%)
City Portion with Separate Non-Federal Funds: $ 304.25 ( 2.3%)
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CFDA 16.738 Budget Worksheet Page 1 of 1
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Edward Byrne Memorial Justice Assistance Grant Program (JAG) FY 2013 Local Solicitation
PETALUMA POLICE DEPARTMENT
Budget'Narrative
The attached Budget Worksheet outlines all of the equipment costs,necessary for the purchase
portable replacement $12,815 of these:costs will be paid from funds under this
of 12 ortabie police re lacement radios. 12,8
grant program. The remaining equipment cost of $304.25 will ,be paid for by the City of Petaluma
separate from any Federal funding. ,
The purchase of the equipment.°for this project will be made within 60 days of grant funding as a
one-time expense. The vendor used for this purchase will be Day Wireless Systems. This vendor is
currently under contract with the City of Petaluma as the radio communications service provider and
they are the regional vendor for Motorola products. •
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CFDA 16.738 Budget Narrative Page 1 of 1
Quote Number: QU0000238529
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114 Or o Fa col.AL SOLUTIONS
Effective: 01 JUL 2013
Effective To: ,, 30 AUG 2013 :
Bill-To: Ultimate Destination:
PETALUMA POLICE DEPT PETALUMA POLICE DEPT
P 0 BOX 61 969 PETULUMA BLVD N
PETALUMA,CA 94953 PETALUMA,CA 94953
United States United States
Attention: Sales Contact:
Name: Matt Thomas Name:. Adam Fugate
Email: mthomas @ci.petaluma.ca.us Email: afugate @daywireless.com
Phone:. 707-849-4588 Phone: 707-373-0386
Contract Number: CALIFORNIA CONVENIENCE
F'reightl terms: FOB Destination
1 Payment terms: Net 30 Due
+ Item Quantity Nomenclature Description List price Your price Extended Price
1 12 H66SDC9PW5BN ASTRO DIGITAL XTS1500 UHF MODEL $650.00 $526.50 $6,318.00
I.450;520 MHZ 1-5 W.48 CHANNEL
BASE
la 12 Q811BJ ENH:SOF.TWAREP25 $344.00 $278.64 $3,343.68
CONVENTIONAL
lb 12 Q884BC ENH:1 YR S1+S,LUTE $44.00 $44.00 $528.00
2 12 NTN1667A CHGR 110V US TR.I CHEMISTRY $100.00 $78.00 $936.00
3 12 PMMN4038A REMOTE SPEAKER MICROPHONE $88.50 $69.03 $828.36
IP57
Estimated ITax Amount $986.21
Estimated Freight Amount : $179:00
Total Quote in USD $13,119.25
Quote does n_of cover radio programming,'billed at$35/unit
THIS QUOTE IS.BASED ON THE FOLLOWING:
1 This quotation is provided to you for information°purposes;only and is not intended to be an offeror a binding proposal.
If you wish to purchase the quoted products Motorola,Solutions,Inc.("Motorola"),will,be pleased to provide you with our standard terms
and conditions of sale(which will include the capitalized provisions'below),or alternatively,receive your purchase order which will be
acknowledged.
Thank you for your consideration of Motorola products.
2 Quotes are exclusive of all installation.and programming charges(unless expressly stated)and all,applicable taxes.
3 Purchaser will be responsible for,shipping'costs,which will be added to the invoice.
4 Prices quoted are valid forahirty(30)days from the date of this quote.
5 Unless otherwise stated,payment will be dile.within thirty days after invoice. Invoicing will occur concurrently with shipping.
MOTOROLA DISCLAIMS ALL OTHER WARRANTIES WITH RESPECT TO THE ORDERED PRODUCTS,EXPRESS OR
IMPLIED INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS,FOR A PARTICULAR PURPOSE.
MOTOROLA'S TOTAL LIABILITY ARISING.FROM THE ORDERED PRODUCTS WILL BE LIMITED TO THE PURCHASE
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