CM-08-09-235DATE: September 5, 2008
SUBJECT: City Council Meeting—September 25, 2008
ITEM: Consider a resolution authorizing the Mayor execute a grant application with
Capital Area Council of Governments (CAPCOG) for the purchase of a GasID
Portable Gas and Vapor Identifier.
Department: Fire Department
Staff Person: Larry Hodge, Fire Chief
Justification: The City of Round Rock Fire Department HazMat team does not have a
tool capable of detecting and identifying dangerous toxic gases and vapors; a deficiency
which can be dangerous for both our responding personnel and our citizens. The purchase
of the GasID will provide the HazMat team with a state -of -the art piece of equipment to
identify potentially dangerous toxic gases and vapors in minutes, a large database library
of gases, vapor spectra, training, refresher training and 24/7 access to Ph.D. Chemists,
engineers, and application scientists for special interpretation assistance and/or technical
support.
Funding:
Cost: $69,367.00 (This is a reimbursement grant)
Source of funds: General Funds (FY 08-09)
Outside Resources: N/A
Background Information: Currently we rely on the cooperation of the regional
response team, which is comprised of several cities, county, state and federal agencies. In
the past, if we've encountered a situation where a vapor has to be identified, we call
Austin FD or Austin Bomb Squad. We also have the ability to activate the 6th Civil
Defense Team ( National Guard), which mainly deals with WMD issues and are based at
Camp Mabry. The purchase of the GasID would greatly reduce the time identifying
potentially dangerous toxic gases and vapors by not having to rely on another agency.
Public Comment: N/A
Capital Area Council of Governments
Grant Project Worksheet—FY 2008
NOTE: This worksheet is saved and protected as a form; areas are navigated by tabbing from one text field to
the next. To tab back to a previous field, press Shift + Tab. The boxes for text fie/ds will expand if necessary
as you type.
Participating Jurisdiction(s):
Point of Contact:
Title:
Phone:
Email:
City of Round Rock
Brad Bradford
EMC
Direct: 512-341-3106
Cell: 512-844-7732
bbradford@round-rock.tx.us
1.. Needs to be addressed by this prosect (Why is this project needed?):
The Williamson County Hazardous Materials Response Team (WCHMRT), of which the City of Round Rock
Fire Department is a member, is one of the four CAPCOG HSTF Regional CBRNE Strike Teams. The team
does not have a tool capable of detecting and identifying potentially dangerous or toxic gases; a deficiency
which can both place our responding personnel in harms way and affect our citizens' safety. The need to
be funded, through the FY08 grant, 1s the purchase of a GasID Portable Gas and Vapor Indentifier.
2. Proiect Description (How will the needs be met?):
By providing for the purchase of a GasID Portable Gas and Vapor Indentifier (GasID), the project will
enhance the team's ability to protect its personnel and citizens. The GasID will be owned and maintained
by the City of Round Rock Fire Department, and will be available for the Fire Department to respond within
the City, for WCHMRT to respond within the County and CAPCOG Region and outside of the CAPCOG
Region per mutual aid agreement in force at the time of deployment or as agreed to by the requester and
responder at the specific time of need.
Purchase of the GasID will provide the team with the necessary, state-of-the-art piece of equipment to
identify potentially dangerous or toxic gases and vapors in minutes, a large database library of gases and
vapor spectra, and a 5 -year "Partnership Program" (Partnership Program includes software upgrades, parts
and labor for repairs and upgrades, free "loaner", refresher training, and 24/7 access to Ph.D. Chemists,
egineers, and application scientists for special interpretation asistance and/or technical support.)
3. New or Existing proiect?:
® New project
❑ Existing project (Describe how this is an enhancement, expansion, addition, etc. of an existing
project in "Notes" field.)
❑ Emergency (Describe circumstances in "Notes" field.)
Notes:
The project will fund the purchase of a GasID Portable Gas and Vapor Indentifier, which WV enable the
Project worksheet form 2008 final.doc - 2 - June 16, 2008
L"vel (;-t'l fS-
team toindentify potentially dangerous gases and vapors and enhance its capability to protect its personnel
and citizens. (The team currently has a HazMatlD Portable Chemical Indentifier, which is owned by the
County and maintained by the Cedar Park HMRT; however, the HazMatID can only analyze solids and
liquids, not potentially dangerous or toxic gases.)
4. Regional Impact (Identify the investment strategies addressed by the project. How does this
project enhance regional preparedness?):
The project will provide the City, County, and CAPCOG Region with the necessary tool to enhance their
capability of identifying potentially dangerous gases and vapors.
Project worksheet form 2008 final. doc
- 3 - June 16, 2008
5. Local Investment (Explain the effort related to the project, including integration or
enhancement of current services, project management, etc.):
The GasID will be owned and maintained by the City of Round Rock Fire Department (RRFD). RRFD or
WCHMRT will deploy the asset within the City of Round Rock; RRFD or WCHMRT will deploy the asset
within the County and Region; and RRFD or WCHMRT will deploy the asset outside of the Region in keeping
with the terms of CAPCOG Regional CBRNE Strike Team deployment, mutual aid agreement in force at the
time of deployment, or as determinded between the requesting and responding parties at the time.
6. Proiect Scalabilitv (Explain whether this project is being done as a single component or in
phases)
® One-time project
❑ Phased project (Describe previous funding in "Notes" field.)
Notes:
n/a
7. Budget (Include as much detail as possible):
The expenditure categories are Equipment, Planning, Organization, Training, and Exercises. These may be
chosen from the drop-down list (the default is "Equipment. ")
Management and Administration (M&A) Limits - a maximum of up to 3% of project funds requested may be
retained and used solely for the management and administration purposes associated with the grant.
Item
Category
Select from list
uanti
Unit
cost
Total
Calculal
GasID w/4yr Partnership
Equipment
1
62,500
$62,500.00
Additional lyr Partnership
(Total 5yr Partnership Program)
Equipment
1
4 OSO
$4,050.00
Training Tubes (50)
Equipment
1
69
$ 69.00
Tube Holder Module
Equipment
1
2,000
$2,000.00
Tedlar Bags (1 Ltr x 10)
Equipment
1
90
$ 90.00
Tedlar Bag (3 Ltr x 10)
Planning
1
108
$ 108.00
Sorbent Tubes (100)
Equipment
1
550
$ 550.00
Equipment
$ 0.00
Equipment
$ 0.00
Equipment
$ 0.00
Equipment
$ 0.00
Equipment
$ 0.00
M&A (if applicable, not to exceed 3%)
$ 0.00
Total (Right click $ field. Select "Update Field '2
Project worksheet form 2008 final.doc 4
$69,367.00
June 16, 2008
8. Disciplines Involved in the Protect (Please indicate the percentage of funds expected to be
allocated in each discipline. Use all disciplines that apply):
Discipline Percentage of Project $
Agriculture 0.00%
Law Enforcement 0.00%
Emergency Medical Services - Non -Fire Based 0.00%
Emergency Medical Services - Fire Based 0.00%
Fire Service 0.00%
Hazardous Materials 100.00%
Public Works 0.00%
Public Safety Communications 0.00%
Health Care 0.00%
Emergency Management Agency
0.00%
Public Health
0.00%
Governmental Administrative 0.00%
Cyber Security
0.00%
Not for Profit/Non-Profit
o.a0%
Regional Transit System
0.00%
9. Distribution (For multi jurisdiction projects only):
Jurisdiction
Estimated cost
n/a
$0
$0
$0
Total (Right dick $ field. Select "Update Field")
$0
$ 0.00
Signature of Authorizing Chief Official
This signature certifies that the requestor understands the requirements, procedures, and deliverables
coinciding with this request for funding and has the authority to represent the governing body of this
jurisdiction.
Date
C(� Y� �L f\(4,-w,i,-
Title ( J
Signature ofproject Manager
The following person is authorized to receive direction, manage work performed, complete and sign required
reports, and otherwise act on behalf of the jurisdiction for this project.
Project Manager Date
Project worksheet form 2008 frnal.doc - 5 -
June 16, 2008
GRANT APPLICATION/PROPOSAL REVIEW (GAPR)
This form must be completed and presented to Department Leadership for review prior to:
a) the submission of a grant application;
b) the renewal of a grant; or,
c) a change in the budgeted amount of the grant
Following review by Departmental Leadership, this form should be submitted to the City Budget
Supervisor (218-5445) for Budget Office Approval.
The GAPR form is due to the Budget Office for approval at least five (5) working days prior to
the City Council agenda deadline.
All grant applications require City Council approval to before submission, this form should be
completed by the department and submitted with the Council Action requesting approval to apply
and the "Request for Finance Approval" form. Once a grant is awarded, a copy of this GAPR
along with the Grant Application notification form should be submitted with the Council Action re-
questing authorization to accept the grant and the "Request for Finance Approval" form.
NOTE: NO GRANT APPLICATION, RENEWAL, OR INCREASE IN GRANT FUNDING WILL
BE CONSIDERED WITHOUT THE SUBMISSION AND APPROVAL OF THIS FORM,
Grantor
Federal Emergency Management Agency
National Preparedness Directorate
Grant
Title:
Homeland Security Grant Program
Grant Amount:
Grant FTEs:
Grant Match:
$69,367.00
n/a
n/a
PROGRAM BUDGET
Fiscal Year
FY: 07-08
FY: 08-09
FY: 09-10
FY:
TOTAL
Grant Fund-
ing
$69,367.00
0.00
0.00
$69,367.00
Required
City Match
0.00
0.00
0.00
n/a
TOTAL
$69,367.00
0.00
0.00
$69,367.00
Please complete the sentences listed below by filling out the boxes:
This is the (list year):
1st year
of a (list year)
As many as three-year
Grant.
This Grant will be appropriated in FY:
2007/2008
Page 1
Other In -Kind Match Provided: $0.00
Total Program Budget: $69,367.00
Proposed Positions (FTE's) to be Funded:
[Indicate Title(s) and Status (regular/temporary). Please add rows if number is insuf-
ficient.]
Should we subcontract? If so, why? n/a
This grant proposal/application is a: X New Grant Renewal Grant Revision
Type of Funds: _Federal X Federal Pass -Through _ State _ Private/Other
Funding Source: NOTE - THIS IS A REIMBURSEMENT GRANT.
GRANT TERM DATES
TERM YEAR
TITLE
STATUS (Reg./Temp.)
Estimated Cost
1.
n/a
Through
2.
Through
Year Three:
3.
Year Four:
Through
TOTAL:
Year Five:
Should we subcontract? If so, why? n/a
This grant proposal/application is a: X New Grant Renewal Grant Revision
Type of Funds: _Federal X Federal Pass -Through _ State _ Private/Other
Funding Source: NOTE - THIS IS A REIMBURSEMENT GRANT.
GRANT TERM DATES
TERM YEAR
MONTH/DAY/YEAR
THROUGH
MONTH/DAY/YEAR
Year One:
The grant term typically begins
from the formal acceptance of
the grant to two or three year
periods following acceptance.
We anticipate acceptance
would come in Sept 2008
Through
Year Two:
Through
Year Three:
Through
Year Four:
Through
Year Five:
Through
Collaborations with other Agencies/Departments:
This grant project is a collaboration with the four CAPCOG Homeland Security
Task Force Regional CBRNE Strike Teams. The asset purchased through this
grant will be available to benefit the City of Round Rock Fire Department, the Wil-
liamson County Hazardous Materials Response Team, and the four Regional
CBRNE Strike Teams. (CBRNE is an acronym for "Chemical, Biological,
Radiological/Nuclear, and Explosive" incidents that require a response by
emergency providers.)
List the Departmental Goal or Strategy that will be supported by this grant (as included in the Ap-
proved Budget Document):
• Maintain up to data technology and equipment to meet the City's current
and future needs.
Page 2
• Maintain a healthy and safe workforce.
PLANNED PERFORMANCE MEASURES (List Major Three):
1. Acquire equipment.
2. Train personnel for proper operation, and house and maintain equipment
in good working order.
3. Deploy system in the field in actual and planned events, in keeping with
the standards of the City of Round Rock Fire Department, CAPCOG
HSTF Regional CBRNE Strike Team deployment, applicable mutual aid
agreement, or as determinded between requesting and responding parties
at the time of deployment.
Brief description of proposed grant program:
The City of Round Rock Fire Department has hazardous materials response
capabilities and is a member of the Williamson County Hazardous Materials
Response Team (WCHMRT), which is one of the four CAPCOG Homeland Se-
curity Task Force Regional CBRNE Strike Teams. The WCHMRT Regional
CBRNE Strike Team does not have a tool capable of detecting and identifying
potentially dangerous or toxic gases. This inability can place our responding
personnel in harms way and can affect our citizens' safety. (The WCHMRT has
a HazMatID Portable Chemical Indentifier, which is owned by County and
maintained by and based with the Cedar Park Hazardous Materials Response
Team; however, the HazMatID cannot detect or identify potentially dangerous or
toxic gases.)
The project will enhance the City of Round Rock Fire Department's ability to
protect its personnel and citizens by providing a GasID Portable Gas and Vapor
Indentifier. The GasID would be owned and maintained by the City of Round
Rock Fire Department, and available for Round Rock Fire Department's
responses within the City, County, CAPCOG Region, and outside the CAPCOG
Region as agreed to by the requester and responder at the specific time of need.
Purchase of the GasID Portable Gas and Vapor Indentifyer will provide
necessary, state-of-the-art equipment to dentify gases and vapors in minutes,
large database library of gases and vapor spectra, and a 5 year "Partnership
Program" (includes software upgrades, parts and labor for repairs and upgrades,
free "loaner", refresher training, and 24/7 access to Ph.D. Chemists, engineers,
and application scientists for special interpretation asistance and/or technical
support.)
Acquiring the GasID complies with goals set forth by the U.S. Department of
Homeland Security's National Preparedness plan.
Contingency Plan if Grant Funding Discontinued (Check Appropriate Box, or Detail in
"Other."):
A.
If this grant project's goals and objectives are reached, the Department
Page 3
DEPARTMENTAL REVIEW/APPROVAL
(To be compl = by the sus itting Department)
Dept. Director Review/Approv
Date Application Due (if Applicable):
Date: �Z/a0ae
Date Forwarded:
CITY BUDGET OFFICE REVIEW APPROVAL
pp (To be completed by the City Budget Office)
Date Received: O/ ai n d Date App{oved/Disapproved: 0
Budget/Accounting Supervisor Review/Approva
Finance Director Review/Approval:
.f etOk -Date: /210 0 k
04(u
Date:
Page 4
will request funding from the General Fund to continue the program if
grant funding ends.
B
This grant -funded project is considered a baseline program that must be
continued with or without grant funding.
C
This grant -funded project is not considered a baseline program that must
be continued with or without grant funding.
D.
This one-time grant -funded project intended to cease at the grant -term
end. No other funding will be requested from alternative grant sources
or General Fund dollars
E
If this grant -funded project's performance (for in the example of a pilot or
demonstration grant) indicates the need for the Department to apply for
follow-up grant funding, the project may require supplemental funding from
the General Fund to cover the cost of the follow-up project.
F.
X
Other:
This grant would fund the initial capital investment necessary to bring the
assets to the City. However, it should be understood that this will be a
continuing project that will incur costs beyond the initial capital investment
period. The equipment will initially have a 5 -year "Partnership Program",
consisting of software upgrades, parts and labor for repairs and upgrades,
free "loaner", refresher training, and 24/7 access to PhD Chemists,
egineers, and application scientists for special interpretation asistance
and/or technical support.
We will make the effort to cover the cost of future "Partnership Program"
warranty coverage (extending past year 5) through HSGP grants, as this
has been done for other CBRNE response equipment in the past. The
current cost to purchase this warranty is $4,500 for one year; $10,000 for
three years; and $15,000 for five years.
Under the terms of the grant contract, should the sub -recipient determine,
at some future date, that it no longer wants to house and maintain the
equipment for local and regional responses, the equipment will be placed
with another CAPCOG HSTF CBRNE Strike Team jurisdiction.
DEPARTMENTAL REVIEW/APPROVAL
(To be compl = by the sus itting Department)
Dept. Director Review/Approv
Date Application Due (if Applicable):
Date: �Z/a0ae
Date Forwarded:
CITY BUDGET OFFICE REVIEW APPROVAL
pp (To be completed by the City Budget Office)
Date Received: O/ ai n d Date App{oved/Disapproved: 0
Budget/Accounting Supervisor Review/Approva
Finance Director Review/Approval:
.f etOk -Date: /210 0 k
04(u
Date:
Page 4
GRANT AWARD NOTIFICATION FORM
Grantor
Federal Emergency Management Agency
National Preparedness Directorate
Grant
Title:
Homeland Security Grant Program
Grant Amount:
Grant
FTEs:
Grant Match:
$69,367.00
n/a
n/a
Department/Division:
City of Round Rock Fire Department
Department Contact
(Name, phone number):
(this is the person who will be monitoring the
grant)
Charles Meserole
Round Rock Fire Department
512-218-5590
PROGRAM BUDGET
This grant approval is a: X New Grant
Renewal Grant Revision
Type of Funds: _Federal X Federal Pass -Through _ State Private/Other
Funding Source: NOTE - THIS IS A REIMBURSEMENT GRANT.
Attach a copy of grant award notification from Grantor.
Page 5