03-16-2021 - AGENDA ITEM 08 CONSIDERATION OF 2019 STATE HOMELAND SECURITY PROGRAM GRANTAGENDA ITEM NO. 8
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: March 16, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF 2019 STATE HOMELAND SECURITY PROGRAM GRANT
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept and appropriate the reimbursable 2019 State Homeland Security Grant totaling $71,789 in
expenditures and revenues, and authorize the City Manager to execute all related agreements; and
2. In accordance with West Covina Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333(i)(2),
and the findings of the West Covina Finance Department, find that the Los Angeles County purchase
contract # MA-IS-1740313-3 satisfies West Covina's bidding process, and authorize the purchase of a
total of 5 (five) APX 8500 vehicle -mounted radios with accessories, directly from Motorola Solutions,
for a total of $40,606.41, from account 218.31.3156.7160.
3. Adopt the attached resolution authorizing the necessary budget amendment:
RESOLUTION NO.2021-16 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE
FISCAL YEAR COMMENCING JULY 1, 2020 AND ENDING JUNE 30, 2021 (2019
STATE HOMELAND SECURITY PROGRAM GRANT)
DISCUSSION:
The State Homeland Security Program (SHSP) grant is a homeland security grant of federal origin that passes
through the State Department of Homeland Security and then through the Los Angeles County Operational
Area. In late 2019, Police Department and Fire Department staff applied for funds under the 2019 SHSP grant
for police vehicle -mounted radios, multi -agency active shooter training incorporating Police and Fire, and Fire
rescue equipment. Ultimately, grant funds totaling $71,789 were awarded see Attachment No. 1.
There are strict financial requirements associated with these grant funds. The funds can only be used for
specific items approved by the grantors, and all purchases/projects must be completed by May 2022.
Additionally, this is reimbursable grant, which means that the City Council must first appropriate funds before
City staff can complete the purchases and submit for reimbursement. With all reimbursable grants, the City
(General Fund) fronts the money for the purchases until the grant reimbursement funds are received at that
time, all transactions are recorded to the grant. There is ultimately no burden on the City's General Fund.
West Covina's radio system, and the regional Com-Net communications JPA, are built on Motorola radio
infrastructure items and system components. The Los Angeles County Operational Area negotiated with
Motorola and obtained significantly discounted contract prices for radio items —see Attachment No. 2. Staff
did obtain two other price quotes for these Motorola APX 8500 vehicle -mounted radios, but the Motorola/LA
County contract price represents a discount of about 32% in relation to those other prices —obtaining multiple
price quotes is not economical or practical, because the contract discount is so significant. The City of West
Covina's purchasing policy, as specified in West Covina Municipal Code Chapter 2, Article VII, Division 2,
Sec. 2-333(i)(2), allows formal contract procedures to be waived when the successful bidder for a contract
with another county, city, special district or other local agency makes the same written bid to the City, and the
Purchasing Officer finds that the other local agency originally obtained the bid pursuant to formal contract
procedures at least as rigorous as those of the City. Utilizing this process saves considerable staff time. The
Finance Department and Purchasing Officer have determined that the bid obtained by LA County from
Motorola Solutions was obtained pursuant to formal contract procedures at least as rigorous as those of the
City. Staff recommends authorizing a purchase of five APX 8500 vehicle -mounted radios) with accessories,
directly from Motorola Solutions, using the LA County contract (#MA-IS-1740313-3) pricing, as shown in
Attachment No. 2.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
Submitted For:
Alex Houston, Police Admin Services Manager
Fiscal Impact
FISCAL IMPACT:
The City will receive $71,789 in 2019 State Homeland Security Grant Program funds for the items discussed
above, which have been specifically approved by the federal government and County Operational Area. As
detailed in the attached budget amendment, Staff is recommending expenditure and revenue appropriations of
that amount in Fund 218. There is no match requirement, and when all grant purchases and reimbursements
are complete, there will ultimately be no impact on the City General Fund.
Attachments
Attachment No. 1 - 2019 SHSP Funding West Covina
Attachment No. 2 - Contract Price Quote from Motorola Solutions
Attachment No. 3 - Resolution No. 2021-16
Exhibit A - Budget Amendment
CITY Protect Public Safety
COUNCIL
GOALS &
OBJECTIVES:
City of West Covina
2019 SHSP Projects
Project#
Project Title
Funding Source
Discipline
Solution Area
Tota I
Budgeted
018
US&R Equipment
HSGP-SHSP
FS
Equipment
$ 20,000
LE Interoperable
044
Communications
HSGP-SHSP
LE
Equipment
$ 41,789
E ui ment
Cities of Azusa,
070
Covina, and West
HSGP-SHSP
LE
Training
$ 10,000
Covina - Active
Shooter Training
Totals $ 71,789
ATTACHMENT NO. 1
Project#
Equipment
Description&
(Quantity)
AEL#
AELTitle
SAFECOM
Consult
Funding
Source
Discipline
Solution Area Sub-
Category
Deployable /
Shareable
Part of a
Procurement
over $1SOK
Sole Source
Involved
Hold Trigger
Budgeted
Cost
LAAFCA / WEST
COVINA - US&R
Funding to support
the 21 Identified
"typed" teams in
the region. EQ 1
Hardware, Rappelling
Rope Rescue
or Rescue Operations,
hardware, high
030E-05-ROPH;
Life Safety; Respirator,
CBRNE Search
018.14
Directional; 1 Air
01AR-01-SAR;
Supplied Air; Optics,
N/A
HSGP-SHSP
FS
and Rescue
Deployable
No
No
No Hold
$ 20,000
Systems
030E-02-TILA
Thermal Imaging
Equipment
Indicated
international Mark 3
and/or Light
system with 4
Amplification
escape packs and
hoses (Confined
Space Air Cart);
SEEK Thermal
Imaging Cameras
(8)
P25 compliant
mobile radios for
Interoperable
No Hold
044.20
installation in Police
06CP-01-MOBL
Radio, Mobile
Yes
HSGP-SHSP
LE
Communications
Deployable
No
No
Indicated
$ 41,789
Department
Equipment
vehicles
Project #
Course Name
Funding Source
D
Armed Assailant
Active Shooter
Training: Utilizing a
combination of
police agencies,
tactical teams,
070.12
school districts, Fire
HSGP-SHSP
Department
personnel and
health care
partners, a large
scale training
scenario will be
accomplished.
scipline
LE
Solution Area Sub
Category
Expenditure
Category
Feedback
Number
Training Activity
Total #
Trainee(s)
Identified
Host
EHP
Approval
Date
Part of a
Procurement
over$150K
Sole Source
Involved
Budgeted Cost
Staff Expenses
OT/Backfill
Field -Based
West Covina
Yes, EHP
No
$ 10,000
Attendee
Page 1 of 1
Motorola Solutions
Customer Quote
Prepared By: Denis Redzepagic Phone: (619) 577-3619
ATTACHMENT NO.2
Date: Feb. 23, 2021
Quote #: APX 8500 Mobile
CUSTOMER#:
gREPARED FOR: Mike Weathermon Bill To PLEASE PROVIDE Ship to PLEASE PROVIDE
COMPANY: City o1 West Covina Address: Address:
PHONE:
FAX:
Equipment Details and Pricing
QQ. Model
Description
Unit Price
Discount Price
Total Price
5
M37TSS9PWIAN
APX8500 ALL BAND MP MOBILE
$4,770.00
$3,243.60
$16,218.00
5
G361AH
ENH: P25 TRUNKING SOFTWARE APX
$300.00
$204.00
$1,020.00
5
G51AT
ENH:SMARTZONE
$1,500.00
$1,020.00
$5,100.00
5
G806BL
ENH: ASTRO DIGITAL CAI OF APX
$515.00
$350.20
$1,751.00
5
G851AG
ADD: AES/DES-XL/DES-OFB ENCRYP APX AND ADP
$799.00
$543.32
$2,716.60
5
G298AS
ENH: ASTRO 25 OTAR W/ MULTIKEY
$740.00
$503.20
$2,516.00
5
GA09001AA
ADD: WI-FI CAPABILITY
$300.00
$204.00
$1,020.00
5
GA09007AA
ADD: OUT OF THE BOX W IFI PROVISIONING
$0.00
$0.00
$0.00
5
G996AS
ENH: OVER THE AIR PROVISIONING
$100.00
$68.00
$340.00
5
GA00580AA
ADD: TDMA OPERATION
$450.00
$306.00
$1,530.00
5
GA01670AA
ADD: APX E5 CONTROL HEAD
$572.00
$388.96
$1,944.80
5
G444AH
ADD: APX CONTROL HEAD SOFTWARE
$0.00
$0.00
$0.00
5
G67EH
ADD: REMOTE MOUNT E5 MP
$297.00
$201.96
$1,009.80
5
GA01513AB
ADD: ALL BAND MOBILE ANTENNA (7/8/V/U)
$95.00
$64.60
$323.00
5
GA00250AA
ADD: W IFI/GNSS STUBBY ANTENNA LMR240
$100.00
$68.00
$340.00
5
G892AB
ENH:HAND MIC,GCAI WTR RESISTANT APX
$72.00
$48.96
$244.80
5
G831AD
ADD: SPKR 15W WATER RESISTANT
$60.00
$40.80
$204.00
5
GAO 1517AA
DEL: NO J600 ADAPTER CABLE NEEDED
$0.00
$0.00
$0.00
ICI System Users Discount Promotion - Expires December 10, 2021
APX Radio = 32 % Discount
SUBTOTAL
$36,278.00
TAXES (9.5%)
$3,446.41
5
G78AT
ENH: 3 YEAR ESSENTIAL SVC
$176.40
$882.00
QUOTE PAGE TOTAL
$40,606.41
QUOTE TERMS AND CONDmONS:
LA County
Contract: MA-IS-1740313-3
1. Quotes are exclusive of all installation and programming charges (unless expressly
stated).
2. Prices
quoted are valid for thirty (30) days from the date of this quote.
3. Unless otherwise stated, payment will be due within 30 days after Invoice.
This quotation is provided to you for information purposes only and is not intended to be an offer or a binding proposal.
If you wish to purchase the quoted products, Motorola will be pleased to provide you with our standard terms
and conditions of sale,
or alternatively,
receive your purchase order which
will be acknowledged. Thank you for your consideration of Motorola products.
ATTACHMENT NO.3
II, R14T L111Y[1i0MCCM-1134i6Gi
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020 AND ENDING JUNE 30, 2021 (2019 STATE
HOMELAND SECURITY PROGRAM GRANT)
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2020-2021; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, receiving, considering and evaluating all comments, and adopted a budget
for the fiscal year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adopting of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 036, attached
hereto as Exhibit A, related to the 2019 State Homeland Security Program grant.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 16'u' day of March 2021.
Letty Lopez-Viado
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SBERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2021-16 was duly adopted by the City Council of
the City of West Covina, California, at a regular meeting thereof held on the 161h day of March,
2021, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
Exhibit A
CITY OF WEST COVINA
BUDGET AMENDMENT
Date: 3/16/2021
Requested by: Alex Houston
Dept/Div: Police
EXPENDITURES
BA # 036
Posted By:
Date Posted:
Fiscal Year: 2020-2021
Amount: $71,789.00
Description: 2019 State Homeland Security
Program grant
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
218.31.3156.7160
Other Equip ment Police
-
41 789.00
41 789.00
218.31.3156.5113
Overtime Police
-
10 000.00
10 000.00
218.32.3156.7160
Other Equipment Fire
-
20 000.00
20 000.00
REVENUES
Account Number
Account Description
Current Budget
Propose
Amendment
Amended Budget
218.31.4556
Grant revenue, federal pass thru
State
-
51789.00
51789.00
218.32.4556
Grant revenue, federal pass thru
State
20 000.00
20 000.00
REASON/JUSTIFICATION (Please be specific)
To appropriate revenues and expenditures for the reimbursable 2019 State Homeland Security Program grant
(federal funds, passed through the State), not previously identified or budgeted, as approved by the City Council
on 3/16/2021.
APPROVALS
City Council Approval Date (if required, attach minutes): 3/16/2021 ❑ Approval Not Required
Dept Head Approval: see attached Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: see attached Date:
(if over $100,000)
E Approved E Denied