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CM-2014-355ROUND ROCK TEXAS PURPOSE RUMOR PROSPERITY City of Round Rock Agenda Item Summary Agenda Number: Title: Consider authorizing a Project Worksheet - FY 2014 Homeland Security Grant Program from the Capital Area Council of Governments (CAPCOG). Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 3/21/2014 Dept Director: David Coatney, Fire Chief Cost: $0.00 Indexes: Attachments: Project Worksheet -FY 2014 Homeland Security Grant Program Department: Fire Department Text of Legislative File CM -2014-355 The Project Worksheet - FY 2014 Homeland Security Grant is a request for funds that would extend the Gas ID Partnership Package to August 21, 2016. The City of Round Rock executed a grant application with the Capital Area Council of Governments (CAPCOG) for the purchase of a Gas ID Portable Gas and Vapor Identifier. The funding requested in the grant was approved for the Gas ID Partnership Package which included free software updates, all parts and labor to repair the system, free loaner, 24/7 Reach Back access to PH. D. chemist, engineers, and application scientists for spectral interpretation assistance and technical support. The Gas ID Partnership Package ends on August 21, 2015. Approval City of Round Rock Page 1 Printed on 3/20/2014 CITY OF ROUND ROCK CONTRACT MANAGEMENT SECTION CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION Required for Submission of Specific City Manager Items Department Name: Fire Department Project Mgr/Resource: Angelo Luna [City Manager Approval CMA Wording Project Worksheet-FY2014 Homeland Security Project Name: Grant Program. ContractorNendor: CAPCOG Consider authorizing a Project Worksheet - FY 2014 Homeland Security Grant Program from Capital Area Council of Governments (CAPCOG). Approval xDEmployee EE Bowden Notes/Comments Date March 11, 2014 Project Worksheet—FY 2014 Homeland Security Grant Program NOTE: The Project Worksheet for FY 2014 has been changed to incorporate the information required by the state. In previous years, the task of converting the CAPCOG Project Worksheet Form to the state - mandated format required considerable staff time, time that is not available this year due the short timeline for submission of projects to the state. Instructions: Fill in a copy of this form for each project. The three highlighted items at the end are required only for projects recommended for funding and do not need to be completed at the time the project worksheet is submitted. Jurisdictions that were approved for funding from the FY 2013 Homeland Security Grant Program can request from CAPCOG staff an electronic copy of last year's completed form to use as a template in completing this year's form. You can use the <Tab> key to move between text fields or you can click on the desired field. If needed for clarity, you can use the <Enter> key to create paragraphs within the larger text boxes. When this form is complete, print it and have the form signed by the Authorizing Chief Official and the Project Manager. If you are unable to obtain the signature of the Authorizing Chief Official prior to submission, the project worksheet must be accompanied by a statement that a signature is forthcoming. The required signatures must be provided before the project is submitted to the state. Send the signed copy and an electronic copy in Microsoft Word format of the unsigned form to: Cindy Hood, Assistant Director, Homeland Security Division Capital Area Council of Governments 6800 Burleson Road, Building 310, Suite 165 Austin, TX 78744 chood@capcog.org CAPCOG MUST receive all completed and signed (except as noted above) project worksheets by 5:00 p.m., Monday, March 10, 2014. Late or incomplete submissions cannot be accepted. CONTACT INFORMATION Region: CAPCOG Name: (Name of person filling out application) Michael Angelo Luna Email: aiuna@roundrocktexas.gov Phone: 512-801-0846 The project coordinator is the person that you would like us to contact in regard to this project. Project Coordinator Name: Michael Angelo Luna Project Coordinator Email: aiuna@roundrocktexas.gov Project Coordinator Phone Number: 512-801-0846 CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Program CM -2014-355 Page 1 of 7 Please select the most relevant investment category: Sustaining Special Response Teams Project Title: [Not to exceed 150 characters including spaces. Begin with the name of your jurisdiction.) The City of Round Rock Fire Department Monitor Maintenance Project Check if this project is for law enforcement terrorism prevention. ❑ Check If this project supports a fusion center. 0 Check if this project supports a NIMS Typed Resource (i.e. Team, Training, or Equipment). Describe the project and the activities that will be implemented; include information about building or sustaining NIMS Typed Resources (Le. Team, Training, or Equipment) as applicable. Not to exceed 1250 characters, including spaces. The Williamson County Hazardous Materials Response Team, of which the City of Round Rock Fire Department is a member, is one of four CAPCOG HSFT regional CBRNE Strike teams. We the GasID Portable Gas and Vapor Identifier equipment to identify threats and ensure scene safety. The equipment required to effectively identify and monitor chemicals requires routine maintenance and calibration. The GasID Portable Gas and Vapor Identifier equipment requires specialized services and preventative maintenance to ensure accuracy and maintain overall safety of the firefighters and the scene.This will be accomplished by the Smiths detection 1yr partnership program that covers parts and labor, software updates, and loners. The response to the next three (3) sections should be consistent with the region's (1) Threat and Hazard Identification and Risk Assessment (THIRA); (2) State Preparedness Report; and (3) Texas Homeland Security Strategic Implementation Plan. [You may request a copy of these documents by sending an e-mail request to: chood@capcog.org.] Describe the threats and hazards that create the need for the project. Not to exceed 1250 characters, including spaces. The City of Round Rock Fire Department Hazardous Response Team is one of four CAPCOG HSFT regional CBRNE Strike teams. Aside from the CBRNE responsibilities, The Round Rock Fire Department Hazardous Response Team must respond and to contain multiple industrial sites with chemical processes, railroads, and IH -35. This equipment is vital to accurately identify the chemical substance and to ensure proper mitigation tactics, safety, and the health of responders and the public. CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Progrom Page 2 of 7 The City of Round Rock Fire Department Hazardous Response Team utilize a vast array of chemical, radiological, and biological monitors and detection devices which require extensive routine maintenance. Through a comprehensive monitor maintenance programs, the City of Round Rock Fire Department Hazardous Response Team, which is one of four CAPCOG HSFT regional CBRNE Strike teams, have the ability to extended the life of the equipment used to accurately identify the chemical substance, to ensure proper mitigation tactics, safety, and health of the responders and the public. How will the project reduce the capability gap(s): Not to exceed 1250 characters, including spaces. This project will reduce the capability GAP by extending the life of existing equipment. A capability GAP will not exist with a comprehensive monitor maintenance program, which will provide extensive routine maintenance and keep the equipment operational. Measuring project impact: List 2-5 specific performance outcomes/outputs that can be used to measure the success of the project (At least one outcome and one output are required per project) Outcome 1: Not to exceed 300 characters, including spaces The performance outcome will be that the monitoring systems will remain operational for use during incidents involving chemicals either accidental or intentional. It will provide us the information needed to accurately identify the chemical substance to ensure proper mitigation tactics and safety. Outcome 2: Not to exceed 300 characters, including spaces Output 1: Not to exceed 300 characters, including spaces The output is that the classification of the chemicals will provide a basis for accurate exclusion zones, PPE selection, DECON procedures, and information to medical personnel to treat patients and to ensure the the health and safety of the responders and the community. Output 2: Not to exceed 300 characters, including spaces Output 3: Not to exceed 300 characters, including spaces Please select applicable Core Capabilities and amount of funding for each. Priorities were identified in the region's THIRA. Enter decimal numbers only, no characters (dollar signs, commas), do not put N/A, only numbers. (Link to definitions of Core Capabilities: http://www.fema.gov/core-capabilities ) Amount of Funding 0 Operational Coordination $ $ 5,500 High Priority p Intelligence and Information Sharing ❑ Interdiction and Disruption ❑ Screening, Search, and Detection 0 Access Control and Identity Verification ❑ Cybersecurity ❑ Physical Protective Measures ❑ Critical Transportation Environmental Response/Health and Safety CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Program Page 3 of 7 ❑ Fatality Management Services $ ❑ Infrastructure Systems $ 0 Mass Care Services $ 0 Mass Search and Rescue Operations $ 0 Operational Communications $ 0 Public and Private Services and Resources $ ❑ Public Health and Medical Services $ ❑ Situational Assessment $ Medium Priority ❑ Planning $ ❑ Public Information and Warning $ ❑ Risk Management for Protection Programs and Activities $ ❑ Community Resilience $ ❑ Long-term Vulnerability Reduction $ ❑ Risk and Disaster Resilience Assessment $ ❑ Threats and Hazard Identification $ 0 On -scene Security and Protection $ 0 Economic Recovery $ ❑ Health and Social Services $ ❑ Housing $ Low Priority ❑ Forensics and Attribution ❑ Supply Chain Integrity and Security $ 0 Natural and Cultural Resources $ Indicate if this project focuses on building New Capabilities or sustaining Existing Capabilities. Sustaining Existing Capabilities Describe existing capability levels and prior homeland security funded projects that address the identified goals/objectives and what will be in place to support the Investment prior to the use of FY 2014 funds. Not to exceed 1250 characters, including spaces The City of Round Rock Fire Department Hazardous Response Team is one of four CAPCOG HSFT Regional CBRNE Strike teams. The CAPCOG Regional CBRNE Response Teams have been in existence for 9 years and have received grant funding to build and maintain their current capabilities. The teams have developed regional training and response programs that have led to the success of not only our team but the other 3 CBRNE Strike teams as well . Explain the long-term approach to sustaining the capabilities developed by this project. Not to exceed 1250 characters, Including spaces As a member of the regional CBRNE response teams we will continue to seek grant funding for future equipment maintenance, calibration, or upgrades. In the event that grant funding is not available, as a member of the regional CBRNE response team, we are aware that each jurisdiction will be responsible for all associated operational costs. CAPCOG Project Worksheet—FY2014 Homeland Security Grant Program Page 4of7 Provide an explanation on the regional impact of this project. Not to exceed 1250 characters, including spaces The Williamson County HazMat Team is one of three CAPCOG Regional CBRNE Response Teams. The City of Round Rock Fire Department Hazardous Response Team is one of four CAPCOG HSFT Regional CBRNE Strike teams.This team has primary response for 3 counties and serves as back-up to the other four teams and 7 additional counties. The Williamson County Hazmat response team, which we are a part of has a proven record of responding to regional incidents and participates in the annual CAPCOG CBRNE Full-scale Exercise. This equipment is also used regionally for preplanned events to include the Formula 1 Race in Austin / Travis County. Enter the amount of funding for each category. Enter decimal numbers only, no characters (dollar signs, commas), do not put N/A, only numbers. Planning $ Organization $ Equipment $ 5,500 Training $ Exercise $ M/A* $ *Maximum allowed is 3% of award total Total $ 5,500 • Provide a description and amount for any in-kind and/or local match for this project: Not to exceed 1250 characters, including spaces Amount: $ Description: You must include a specific breakdown by funding category (Planning, Organization, Equipment, Training, Exercises, and M&A). Provide detailed information on exactly what the funding will be used to purchase. Include the details of your cost estimates by AEL code and jurisdiction (if applicable) within each category. Planning: (Include AEL Codes) Not to exceed 1500 characters, including spaces Organization: (Include AEL Codes) Not to exceed 1500 characters, including spaces Equipment: (Include AEL Codes - Provide Title, estimated quantity and total cost by each AEL Code) Not to exceed 1500 characters, including spaces Training: (Include AEL Codes) Not to exceed 1500 characters, including spaces Exercises: (Include AEL Codes) Not to exceed 1500 characters, including spaces M&A*: (Include AEL Codes) Not to exceed 1500 characters, including spaces *Maximum allowed is 3% of award total Does this Investment require new construction or renovation, retrofitting, or modification of existing structures? No CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Program Page 5 of 7 Time period for completion of project Choose a time period from the dropdown menu: 9-12 months List 3-5 milestones of this project, and then Ilst the intended completion date for each milestone. Milestones should occur throughout the project. Milestone 1: Not to exceed 300 characters, including spaces Verify new contract is acceptable. Intended Start Date: Must be in MM/DD/YYYY format 01/28/2015 Intended Milestone Completion Date: Must be in MM/DD/YYYY format 2/30/15 Milestone 2: Not to exceed 300 characters, including spaces Provide to City Attorneys for contract approval Intended Milestone Completion Date: Must be in MM/DD/YYYY format 04/01/2015 Milestone 3: Not to exceed 300 characters, including spaces Provide to City Manager to Sign contract Intended Milestone Completion Date: Must be in MM/DD/YYYY format 05/08/2015 Milestone 4: Not to exceed 300 characters, including spaces Initiate Contract Intended Milestone Completion Date: Must be in MM/DD/YYYY format 8/21/2015 Milestone 5: Not to exceed 300 characters, including spaces Intended Milestone/Project Completion Date: Must be in MM/DD/YYYY format CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Program Poge 6 of 7 Certification 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 organization. Authorizing Chief Official Date 3kevt_ �1 Printed Name Title 2/9Y 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. 3/7/A Project Manager Date zt:/ez-hce 4isies o�xp✓ Printed Name Title Check box if letters of support are attached. 0 CAPCOG Project Worksheet—FY 2014 Homeland Security Grant Program Page 7 of 7 Product Packages smiths bringing technology to life PARTNERSHIP PROGRAM Confidence in your equipment is one of the most important aspects when responding to a chemical incident. The Smiths Detection Partnership Program is a specially -tailored, cost-effective way to ensure your equipment receives high-level service for continued optimum performance and accurate threat assessment. 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GastD and RespendeR RCI Systems that are current r not co.creel under warrant; :•.ul be rcdu rr to pa, the Part: rmance Val:Candn Tort. as described in the User s Gwde. !c quality for Partnership Prcyam cavcrage. E.tens,cn el the taptcp manufacturer's warranty is net included in Smiths Detecban Partnership Prcgrams. Reach0acki0 rs only available for the HY 6tail0 360. Ha:Mat10, HazhlatID Ran ger Ga s10 and Re spendeR 0:1 Smiths Detection Inc. 21 Commerce Drive. Danbury. CT 06810 T; 1 203 207 9700 r: 1 203 207 9700 wvm.smithsdetect on.com Modifications reserved 11/13/121 Smiths Detection smiths detection ROUND ROCK TEXAS PURPOSE MUM. PROSPFUTK March 10, 2014 Cindy Hood, MEP Assistant Director, Homeland Security Capital Area Council of Governments RE: Missing Signature on Homeland Security Grant Program Dear Ms. Hood, It was brought to my attention that the Home Land Security Grant Program Worksheet for FY -2014 was due today by 5:00 pm. The person that was placed with the responsibility of this Grant and is no longer employed by the City of Round Rock, and this is the primary reason for this letter. I am requesting an extension for a signature of an Authorizing Chief Official. As discussed, I am submitting the worksheet without the signature to meet the 3/10/14, 5:00 pm deadline. However, I am aware that I must submit this worksheet with an approved signature before 4/10/14 to be considered for the grant. I appreciate your time and assistance and apologize if this causes any inconvenience. Thank you, Angelo Luna Logistics Officer Round Rock Fire Department Office (512)218-6625 Cell (512)801-0846 Fax (512)671-2780 Email: alunanaxoundrocktexas.gov