REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No. 29 to Appropriate $95,000 of Department of Homeland Security, Bay Area Urban Area Security Initiative Grant Funds to Develop a Countywide Computer Aided Dispatch Interface
Report
GRANT SUMMARY
The City Manager applied for, and on November 5, 2014, the City was awarded Department of Homeland Security (DHS), Bay Area Urban Area Security Initiative (UASI) grant funds in the amount of $95,000 to the Department of Public Safety (DPS) to develop a countywide Computer Aided Dispatch (CAD) interface. This project, Data Exchange (Dx), is part of the Silicon Valley Regional Interoperable Authority's (SVRIA) mission to increase interoperable capabilities throughout the entire Bay Area. Sunnyvale is a partner in SVRIA.
Santa Clara County's Communications Department, on behalf of SVRIA partners, initiated the grant request. The $95,000 allotted for Sunnyvale includes payment for both Sunnyvale and Los Gatos. (Sunnyvale serves as the CAD host for Los Gatos.)
Dx's enhanced capability will provide significantly better situational awareness of events and incidents as they occur in all surrounding jurisdictions. Dx also will provide the future groundwork for even greater interoperability between public safety agencies in Santa Clara County. Activities occurring during daily public safety operations, acts of terrorism and natural disasters create a critical demand to have seamless integration of data and resources. That integration will save time by increasing interagency coordination. An integrated data sharing solution between geographically related communities is a significant unmet need in emergency preparedness and response. At the moment of an incident or disaster, time spent calling for resources between communities can slow response and recovery efforts. The future of public safety and emergency resource management is based on integration between disparate CAD systems. This will allow for a more comprehensive and efficient dispatch of these resources.
DPS' Bureau of Special Operations, Divisions of Special Operations and Communications will be responsible for the operational component of the grant. The Bureau of Special Operations, Division of Strategic Services will manage the financial component of the grant.
Granting Agency
U.S. Department of Homeland Security, Bay Area Urban Area Security Initiative
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may apply for grants of any dollar amount, but shall notify the Council when grants are being pursued. Council approval of a budget modification to appropriate grant monies is required before funds can be expended by staff. Such a budget modification shall include the use to which the grant would be placed; the objectives or goals of the City which will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant. For grants under the amount of $5,000 that do not have any external reporting requirements or any local match requirement, Council approval of a budget modification is not required. The City Manager is authorized to accept and administratively appropriate the grant funds.
This grant does not meet all of the criteria to be administratively appropriated by the City Manager; therefore a budget modification is required. Grant funds from DHS have external reporting requirements and fall under the federal single audit guidelines.
General Plan, Safety and Noise:
Goal SN-3, Safe and Secure City - Ensure a safe and secure environment for people and property in the community by providing effective public safety response, prevention, and education services.
ENVIRONMENTAL REVIEW
This activity does not require environmental review because it can be seen with certainty that there is no possibility that it may have a significant effect on the environment. CEQA Guidelines Section 15061(b)(3).
FISCAL IMPACT
Expenditures for Dx, a UASI-approved project, are reimbursable up to a cumulative total of $95,000. The grant covers the cost of the vendor's quote for developing the interface. All City purchasing guidelines will be followed as part of the grant agreement. No overtime, backfill, or City salaries will be charged to the grant.
Required Local Match
None
Increased Cost To City Upon Grant Termination
The reimbursement from County Communications will support the initial implementation costs including two additional years of maintenance. For year 3 (estimated FY 2017/2018), it is anticipated that the Tiburon vendor maintenance cost will increase by $12,500 annually. This will be addressed in the next operating budget cycle. The Tiburon vendor agreement allows the City to terminate the additional maintenance for this interface at any time with written notification.
Budget Modification No. 29 has been prepared to appropriate $95,000 in Department of Homeland Security, Bay Area Urban Area Security Initiative funds to a new project, 2014 UASI - Data Exchange (Dx) CAD Interface.
Budget Modification No. 29
FY 2014/15
|
Current |
Increase/ (Decrease) |
Revised |
General Fund |
|
|
|
Revenues |
|
|
|
Homeland Security Grants - Equipment |
$0 |
$95,000 |
$95,000 |
|
|
|
|
Expenditures |
|
|
|
New Project: 2014 UASI - Data Exchange (Dx) CAD Interface |
$0 |
$95,000 |
$95,000 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Approve Budget Modification No.29 to appropriate $95,000 in Department of Homeland Security, Bay Area Urban Area Security Initiative funds to a new project, 2014 UASI - Data Exchange (Dx) CAD Interface.
Staff
Prepared by: Ann Durkes, Manager / BA II
Reviewed by: Frank J. Grgurina, Chief of Public Safety
Reviewed by: Grace K. Leung, Director, Department of Finance
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager