Cm-08-09-236CITY MANAGER BLUE SHEET
DATE: September 15, 2008
SUBJECT: City Manager - September 19, 2008
ITEM: Consider executing a grant project worksheet with Capital Area
Council of Governments (CAPCOG) for the purchase of a Shelter
System.
Department: Police Department
Staff Person: Rick White/Sherrill Voll
Justification: A logistical analysis of strike team needs has identified
their essential, critical equipment requirements. One of these
needs is a compact, mobile, and quickly deployable shelter
system designed to support the myriad functions and personnel -
protection requirements of any operational responses in the
CBRNE environment.
Funding:
Cost: Certain costs may be incurred beyond the initial capital
investment period for extended warranty coverage on equipment. These
costs may be covered by future Homeland Security Grant Program (HSGP)
grants, but we are not certain of that at this time.
Source of funds: General Funds
Background Information: The National Preparedness Directorate
(NPD) is a component of the Federal
Emergency Management Agency (FEMA)
that was established on April 1, 2007, as a
result of the Post -Katrina Emergency
Management Reform Act of 2006 to
oversee coordination and development
strategies necessary to prepare for all -
hazards. The NPD provides strategy,
policy, and planning guidance to build
prevention, protection and recovery
capabilities.
Updated 3-10-05
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 (HSGP)
Grant Amount
Grant FTEs:
Grant Match:
$115,822.00
n/a
(This is a non-matching grant.)
PROGRAM BUDGET
Fiscal Year
FY: 07;08_
08-09
FY: 09-10
TOTAL
Grant Funding
0.00
$115,822.00
0.00
0.00
$115,822.00
Required City Match
0.00
0.00
0.00
0.00
0.00
TOTAL
0.00
$115,822.00
0.00
0.00
$115,822.00
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:
2008/2009
Page 1
Other In -Kind Match Provided:$0.00 (This is a non-matching grant)
Total Program Budget: $115,822.00
Proposed Positions (FTE's) to be Funded:
[Indicate Title(s) and Status (regularltemporary). 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
.
n/a
n/a
n/a
2..
Through
Year Three:
3 '-
-TOTAL::
Year Four:
Through
-TOTAL: .
Na
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 October 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 CAPCOG agencies that are members of
the four CAPCOG Homeland Security Task Force CBRNE Strike Teams. The
assets purchased through this grant primarily will be used to benefit law-
enforcement agencies that are strike team members, as well as be available to
assist other strike team elements and City, county, and regional needs as appro-
priate for Command and Control, Intelligence, and Rehabilitation during critical
incidents.
List the Departmental Goal or Strategy that will be supported by this grant (as included in the Ap-
proved Budget Document):
This grant would support the Police Department's Strategic Goal 2, Plan For And
Adapt To Change; Objective B, Actively plan the Department's response to major
incidents.
Page 2
PLANNED PERFORMANCE MEASURES (List Major Three)):
1. Oversee development and manufacturing phases of system.
2. Acquire completed system, train personnel for proper operation, and
house and maintain system in good working order.
3. Deploy system in the field in actual and planned events, in keeping with
the standards of 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 Police Department is one of the principal agencies
responsible for the development of the law-enforcement components of our
CAPCOG Homeland Security Task Force Regional CBRNE Strike Teams.
CBRNE is an acronym for Chemical, Biological, Radiological/Nuclear and
Explosive incidents that require a response by emergency providers.
A logistical analysis of strike team needs has identified their essential, critical
equipment requirements. One of these needs is a compact, mobile, and quickly
deployable shelter system designed to support the myriad functions and
personnel -protection requirements of any operational responses in the CBRNE
environment.
The four strike teams, which were formally developed in 2001/2002, are at a
critical juncture with respect to law-enforcement response. The shelter system
will meet strike team sheltering needs and enhance their capability to sustain
field operations by delivering to the field a quickly deployable, low-maintainance,
insulated, climate -controlled, heavy-duty sheltering system. The system will
include an inflatable shelter; custom, 16 -foot trailer, electrical generator, HVAC,
interior and exterior lighting, and other necessary operational equipment. The
heavy-duty shelter, with rigid door system (normal door operation instead of
zippers), will provide 454 square feet of usable floor space and 8 feet of
headroom. The generator will provide for the shelter's electrical requirements, as
well as the electrical requirements of future growth of the shelter's footprint and
other related electrical needs.
Depending on specific need at the time, the shelter system can be utilized to
meet the critical roles of command -and -control, intelligence or rehabilitation
functions. With four wide "connector doors," it will allow for compatible interface
with additional shelter components from within the region or around the state
(There are currently over 200 compatible shelters in Texas, of which 50 are
located in San Antonio with the San Antonio Fire Department and Southwest
Texas Regional Advisdory Council.)
The quickly deployable, climate -controlled shelter is an absolute necessity to
support and sustain our CBRNE responders in the field. Funding for this basic
requirement will be a first step in providing the necessary flexibility in
accomodating the team's physical and mental well-being and complies with goals
set forth by the U.S. Department of Homeland Security's National Preparedness
Plan.
Page 3
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
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. Certain pieces of equipment — e.g., generator and HVAC — will
have extended warranty coverage, and we will make the effort to acquire
future warranty coverage for these items, through HSGP grants (this has
been done for other CBRNE response equipment in the past). Under the
terms of the grant, should Round Rock Police Department determine, at
some future point, that it no longer wants to house and maintain the sys-
tem, the system will be placed with another CAPCOG HSTF CBRNE
Strike Team jurisdiction.
DEPARTMENTAL REVIEW/APPROVAL
(To be completed by the s , ittinng� Department)
Dept. Director Review/Approval: `e -
Date:
Date Application Due (if Applicable): Date Forwarded:
CITY BUDGET OFFICE REVIEW APPROVAL
(To be completed by the City Budget Office)
Date Received: Date Approved/Disapproved:
Budget/Accounting Supervisor Review/Approval: Date:
Finance Director Review/Approval: Date:
GRANT AWARD NOTIFICATION FORM
Page 4
Instructions
Capital Area Council of Governments
Grant Project Worksheet—FY 2008
Participating iurisdiction(s) and Point of Contact
Enter the names of the jurisdictions that will participate in this project. Enter name of the Point of Contact, or person
completing the worksheet, and appropriate contact information.
1. Needs to be addressed by this project
Explain the benefit(s) to be gained by this project. Be concise but comprehensive. This should justify the
expenditure of funds
2. Proiect Description
Describe the scope of this project. Relate project activities to the identified needs - outline the expected
achievements or mitigation if implemented, and/or potential negative impacts that will occur if the project is not
implemented. For Citizen Corps, strike team, etc., please indicate the number of members
3. New or Existing Proiect and Notes
Please identify whether this is a new or existing project, and if the project is intended to address an emergency
need. If new, a brief summary of the entire program should be provided in the Notes field. Why and how the
project is an emergency should also be explained in the Notes field, if applicable.
4. Regional Impact
Describe the benefit to the region as a result of this project. Does it facilitate regional response, interoperable
communications, enhance mutual aid capabilities, bring jurisdictions to similar equipment standards, etc.?
5. Local Investment
Grantees are not required to provide cash or in-kind match for FY 2008. However, there is potential for future
programs to be impacted by cash -match requirements as early as FY 2009. Please provide a brief summary of
any or all opportunities to leverage local operating funds or other sources of funding or support to the project.
6. Proiect Scalability and Notes
Please identify whether this is a one-time project, or may be part of a phased project. If applicable, a brief
summary of other phases of the project should be provided in the Notes field.
7. Budget
Enter proposed budget info to the extent that it is available. Be conservative in your estimates but do not
overstate anticipated costs. Select the expenditure category from the drop-down list (The default is
"Equipment. '9. The totals for each line and for the project are calculated. When all costs have been entered,
right -click on the $ field (bottom right) and select "Update Field" to calculate the totals
8. Disciplines Involved in the Proiect
Allocate the total budget across any and all disciplines that will be involved in the project, i.e., law enforcement,
EMS, general government, etc. When all costs have been entered, right -click on the $ field (bottom right) and
select "Update Field" to total the costs.
9. Distribution
Applies only to multi jurisdiction projects Enter estimated costs allocated to each jurisdiction in the fields
provided. If more than five jurisdictions are participating, attach an additional sheet containing the detailed
distribution and use the table to summarize. When all costs have been entered, right -click on the $ field (bottom
right) and select "Update Field" to total the costs.
Signatures
Signature of the authorizing chief official is required before the project can be approved for funding. A project
worksheet may be submitted while the signature is being obtained. The project manager and the contact for the
project worksheet may be the same individual.
Project worksheet form 2008 final.doc -1 - June 16, 2008
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 fields will expand if necessary
as you type.
Participating 7urisdiction(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 project (Why is this project needed?):
The City of Round Rock Police Department is one of the principal agencies responsible for the development
of the law-enforcement component of the HS ii- Regional CBRNE Strike Teams. The logistical analysis has
identified the essential, critical equipment requirements of the team; one of which is a compact, mobile,
and quickly deployable shelter designed to support the myriad functions and personnel -protection
requirements of any operational responses in the CBRNE environment.
2. Project Description (How will the needs be met?):
The strike teams are at a critical juncture in the development of their law-enforcement response, and the
project will meet their sheltering needs and enhance their capability to sustain field operations by delivering
to the event a quickly deployable, low maintainance, insulated, climate -controlled, heavy-duty sheltering
system. The system will include an inflatable shelter, custom 16 foot trailer, electrical generator, HVAC,
interior and exterior lighting, and other necessary operational equipment. The heavy-duty shelter, with
rigid door system (normal door operation instead of zippers), will provide 454 Sq Ft of Usable Floor Space
and 8 Ft of Headroom. The generator will provide for the shelter's electrical requirements, as well as the
electrical requirements of future growth of the shelter's footprint and other related electrical needs.
Depending on specific need at the time, the shelter system can be utilized to meet the critical roles of
Command & Control/Intelligence or Rehab. With four wide "connector doors", it will easily allow for
interface of additional shelter components from within the region or around the state. (There are over 200
compatible shelters in Texas, with 50 of these located with the San Antonio Fire Department and STRAC.)
The quickly deployable, climate -controlled shelter is an absolute necessity to support and sustain our
CBRNE responders in the field. Funding for this basic requirement will be a first step in providing the
necessary flexibility in accommodating the team's physical and mental wellbeing.
The sheltering system complies with 11 goals of the Target Capabilities List, particularly 14, 15, 23, and 24.
Project worksheet form 2008 finaldoc
-2-
June 16, 2008
3. New or Existing project?:
® 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 provide the necessary sheltering for the strike team's law-enforcement element when
operating within or beyond our region, as well as independent of the strike team when necessary.
Providing a climate -controlled atmosphere for Command & Control/Intelligence and Rehab operations, it
will enable law-enforcement personnel to remain effective in the field for a longer period of time.
4. Regional Impact (Identify the investment strategies addressed by the project. How does this
project enhance regional preparedness?):
The project will provide the necessary sheltering for law-enforcement when operating as an element of the
CAPCOG HSTF Regional CBRNE Strike Team deployment within or beyond the region. It will allow law-
enforcement to remain effective in the field for a longer period of time.
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 eta):
The City of Round Rock Police Department will house and maintain the asset, when not in use, and will
provide a prime mover and necessary personnel to deploy the asset in the field in an actual or planned
exercise event. Deployment will be in keeping with the terms of a CAPCOG HSTF Regional CBRNE Strike
Team deployment, mutual aid agreement in existence at the time of deployment, or as determinded
between the requesting and responding parties at the time.
6. Project Scalability (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:
The project will provide a complete operational asset, in and of itself; however, future expansion of its
footprint can provide increased benefits to the strike teams. As noted in "Project Description", the shelter's
four wide "connector doors" allow for easy future interface of additional shelter components.
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.'3
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
Category
Item
Unit
cost
Total
Shelter System
Equipment
1
46,212
$46,212.00
HVAC System
Equipment
1
7,300
$7,300.00
Electrical System
Equipment
1
31,700
$31,700.00
Transport System
Equipment
1
17,500
517,500.00
External Area Lighting
Equipment
1
9,160
$9,160.00
C&C Misc.
Equipment
1
2,000
$2,000.00
S&H '
Equipment
1
1,950
$1,950.00
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 dick $ field. Select "Update Field/9
Project worksheet form 2008 fina/.doc - 4 -
$115,822.00
June 16, 2008
8. Disciplines Involved in the Proiect (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 100.00%
Emergency Medical Services - Non -Fire Based 0.00%
Emergency Medical Services - Fire Based 0.00%
Fire Service 0.00%
Hazardous Materials 0.00%
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
0.00%
Regional Transit System
0.00%
9. Distribution (For multi jurisdiction projects only):
Jurisdiction
Estimated cost
n/a
$0
$0
$0
$0
Total (Right dick $ field, Select "Update Field?
$ 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.
utharizing Chief Official Date
m Nuse
City Manager
Printed Name Title
Signature of Project 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.
Proje anager
C lkA '' 'C'(I'Z
Project worksheet form 2008 frnaldoc
-5-
Date
June 16, 2008
Grantor
Federal Emergency Management Agency
National Preparedness Directorate
Grant
Title:
Homeland Security Grant Program
Grant Amount:-
Grant .`
FTs:
Grant Match:
$115,822.00
n/a
(This is a non-matching grant.)
Department/Division:
City of Round Rock Police Department
Department Contact
(Name, phone number):
(this is the person who will be monitoring -the
grant)
Thomas Bradford
Emergency Management
512-341-3106
PROGRAM BUDGET
This grant approval is a: 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
New Program Worksheet
General Fund
Police
Department #
Division #
21000
21002
Program Shelter System
Fiscal Year Implemented
Priority #
2008-2009
Pr. ram Description & Justification attach additional pa !es if needed
The City of Round Rock Police Department is one of the principal agencies responsible for the development of the law-enforcement components of
our CAPCOG Homeland Security Task Force Regional CBRNE Strike Teams. CBRNE is an acronym for Chemical, Biological, Radiological/Nuclear
and Explosive incidents that require a response by emergency providers. A logistical analysis of strike team needs has identified their essential,
critical equipment requirements. One of these needs is a compact, mobile, and quickly deployable shelter system designed to support the myriad
functions and personnel -protection requirements of any operational responses in the CBRNE environment.
The four strike teams, which were formally developed in 2001/2002, are at a critical juncture with respect to law-enforcement response. The shelter
system will meet strike team sheltering needs and enhance their capability to sustain field operations by delivering to the field a quickly deployable,
low-maintainance, insulated, climate -controlled, heavy-duty sheltering system. The system will include an inflatable shelter; custom, 16 -foot trailer,
electrical generator, HVAC, interior and exterior lighting, and other necessary operational equipment. The heavy-duty shelter, with rigid door system
(normal door operation instead of zippers), will provide 454 square feet of usable floor space and 8 feet of headroom. The generator will provide for
the shelter's electrical requirements, as well as the electrical requirements of future growth of the shelter's footprint and other related electrical needs.
Depending on specific need at the time, the shelter system can be utilized to meet the critical roles of command -and -control, intelligence or
rehabilitation functions. With four wide "connector doors," it will allow for compatible interface with additional shelter components from within the
region or around the state (There are currently over 200 compatible shelters in Texas, of which 50 are located in San Antonio with the San Antonio
Fire Department and Southwest Texas Regional Advisdory Council.) The quickly deployable, climate -controlled shelter is an absolute necessity to
support and sustain our CBRNE responders in the field. Funding for this basic requirement will be a first step in providing the necessary flexibility in
accomodating the team's physical and mental well-being and complies with goals set forth by the U.S. Department of Homeland Security's National
Preparedness Plan.
Please indicate if this a new program or if it will support an established program:
XX New Program Additions/Changes to Existing Program
Performance Measurements
Explain how this new program will improve or benefit services internally, services provided to citizens or services to other departments:
1. Oversee development and manufacturing phases of system.
2. Acquire completed system, train personnel for proper operation, and
house and maintain system in good working order.
3. Deploy system in the field in actual and planned events, in keeping with
the standards of CAPCOG HSTF Regional CBRNE Strike Team
deployment, applicable mutual aid agreement, or as determinded between
requesting and responding parties at the time of deployment.
dentify performance measurements that will show how this new program will provide an improvement or benefit to your department,
or other departments. Indicate measurement WITH and WITHOUT the new program resources included.
Proposed
Without
Performance Measurement Actual 2007 Est. 2008 New Program
citizens
Proposed
With
New Program
Division Goals) Affected
This grant would support the Police Department's Strategic Goal 2, Plan For And Adapt To Change; Objective B, Actively plan the Department's
response to major incidents.
Total FTEs
0.00
Total New Program Costs $ $115.000
New Program Worksheet
General Fund
21000 Police
Division #
21002
Program Shelter System
Fiscal Year Implemented 2008-2009
Priority #
0
Acct. #
Contractual Services
Quantity / Description Amount
0
0
0
Total Contractual Services $
Acct. #
Materials and Supplies
Quantity / Description Amount
5328 R & M Equipment
$ 0
$ 0
$ 0
$ 0
Total Materials and Supplies $
Other Expenses
Acct. # Quantity / Description
Amount
0
0
0
Total Other Expenses $
Acct. #
Capital Outlay (Fill out Cap Otly Form)
Quantity / Description Amount
6112 Equipment
115,000
0
0
0
0
$ 0
Total Capital Outlay
2008-2009
0 $
2008-2009
0 $
2008-2009
0 $
2008-2009
115,000 $
YR 2
0 $
YR 2
750 $
YR 2
0 $
YR 2
0 $
YR 3
0
YR 3
750
YR 3
0
YR 3
0
PERSONNEL
Pay Grade
FTE Position Title
Months Monthly Salary FTE 2008-2009
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
Subtotal FTES
0.00
0
Total Number of FTE Positions that will be filled by this Program (No. of Persons to be hired)
YR 2 (12 mos)
0
0
0
0
0
0
0.00
YR 3 (12 mos)
0
0
0
0
0
0
Temp Position Title(s)
Subtotal Temp
Months Monthly Salary FTE 2008-2009 YR 2 (12 mos) YR 3 (12 mos)
0 0
0 0
0.00 0 0 0
0.00
0.00
0
0
Total Number of Temp Positions that will be filled by this Program (No. of Persons to be hired)
Hours Hourly Rate
Overtime 1 01 0 x 1.5
Elig. Pers No. of Weeks
Standby 1 01 01x 30
FICA (Equals Total Salaries x 0.0765)
Insurance (Equals No. of Mos. x $695)
TMRS (Equals Total Salaries x 0.121)
Workers' Comp. ( 0.008031X Total Salaries
TWC (Unemployment) 0.00 Persons x $9000 x .015
TOTAL PERSONNEL COSTS
0
0
0
0
0
0
0
0
0.00
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Total New Pro • ram Costs
115,000
750
750