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HomeMy WebLinkAboutNS - Grant - Amend 2005 COPS Interoperable Communications Grant Contract With the City of Durham ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 4, 2006 Action Age 5 Item No. SUBJECT: Amend 2005 COPS Interoperable Communications Grant Contract With the Citv of Durham DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 9/11/06 Emergency Management Letter to the City of Durham Department of Justice (DOJ) Letter INFORMATION CONTACT: Kent McKenzie, 968-2050 PURPOSE: To amend the existing grant contract with the City of Durham for the 2005 US Department of Justice COPS Interoperable Communications grant, as approved by the Board on March 2, 2006. BACKGROUND: The United States Department of Justice COPS office awarded Orange County and the City of Durham a competitive grant in the amount of $3,998,320 in 2005 to procure interoperable communications equipment. Orange County's share equals $1,353,160 and was originally identified to purchase interoperable radio consoles and portable radios. Due to the nature of the grant, the City of Durham is the lead agency for the grant and Orange County is a subgrantee. The Board approved the grant acceptance and original contract with the City of Durham on March 2, 2006. Due to recognized cost savings of approximately $493,648 achieved through state contract and competitive pricing, the County was able to request a budget modification to procure additional items necessary to fully implementing an interoperable communications system. These items include a new telephone switch, Uninterruptible Power Supplies (UPS), additional 800 MHz handheld radios, and improved electrical grounding for the system. The contract with the City of Durham must be modified to include the additional items described above, and as approved by DOJ. Equipment purchased with this grant should be in place at the 510 Meadowlands Drive facility by March 2007. FINANCIAL IMPACT: There is no financial impact for this change in scope. RECOMMENDATION(S): The Manager recommends that the Board approve an amendment to the contract with the City of Durham, pending final review by staff and the County Attorney, for the purchase of the additional items, and authorize the Manager to sign the contract amendment. ,Y i,rsiT N ~ ..7, ~9 - G b'" ~ ° Intl /~~ ~q v a ~¢C? ,1 e~,) G~d7 #~~`~ E"~"r dRAhiGE COUNTY ORANGE COUNTY EMERGENCY MANAGEMENT PO Box 8181 Hillsborough, NC 27278 Emergency Medical Services Fire Marshal Hazardous Materials Team Disaster Response 9-1-1 Communications During Normal BusinessHouts 919-968-2050 919-644-3030 24 Hour Warning Pointe 919-933-2600 9I9-732-8161 Business Fax Machine. 9I9-968-4066 24••Hour Fax Machine. 919-967-9026 DIRECI~OR Jack Ba11, Colonel jball@co .orange..nc.us DEPUTY DIRECInIt/EMS/ADMIIVFSIRAITON C~ Kent McKenzie, Major krrlckenzie@co.orange..nc.us DEPUTY DIRECTOR/FIRE MARSHAL Mike Tapp, Major mtapp@co • or ange. nc..us DEPUIY DIIZEC'POtt/COMMLJNICAITONS Gwen Snowden, Major gsnowden@co _ or ange..nc .us September 11, 2006 Lamont Tayiar Grants Manager City of Durham Police Department 505 West Chapel Hill Street Durham, NC 27701-3101 Dear Mr.. Taylor: 3 In accordance with the 2005 COPS Interoperable Communications Technology Chant guidance presented at the COPS workshop in Phoenix November 15-17, 2005, we respectfully request approval to reprogram a portion of our subgrant award for t1Le purpose of'purchasing additional equipment and contract for expanded installation services to further enhance our communications interoperability.the guidance explains that "Acceptable examples of reprogramming include pux•chasing additional equipment using cost savings from approved items, or purchasing a different type of equipment based on changing needs" {Workshop toolkit, tab 9, section entitled "Grants Management" page 4, slide 7). As you recall, the Orange County portion of the grant award, including our local match, totaled $1,353,160. To that end, we have requested and received quotes reflecting the expenditures listed in the original grant and many of'them are below amounts delineated in the grant application, due to our diligence in achieving maximum cost savings through utilizing state contract pricing, competitive pricing and negotiations. The quoted equipment follows: 1.. Seven {7) Elite gold consoles- $158,562 (Grant request $1,225,000) 2.. Thirty (30) portable 800 MHz radios- $98,550 (Grant request $125,760} Therefore, we request the grant reprogramming to take advantage of our cost savings totaling $493,648 for the following purposes: 1.. $56,075 for installation services and project management expenses not listed in the original gT•ant application due to our need to maintain emergency dispatch services while our center is upgraded. This was an oversight during the process of dr•afiing our grant application in that we did not realize the fall scope of the upgrades necessary. In order to complete the installation of equipment into our- center' while maintaining service, we must move the existirig equipment into another area of the building; an expense not contained within the normal installation services comprised as part of the new equipment purchase. The quote also includes project management to ensure proper transition during the phases of construction, The project management expenses will not exceed the $450 per• hour maximum explained in the grant gurdance.. 2. $313,328 CML Relay Switch- a telephone switch which provides an interface between the 9-1-1 franked telephone lines and other standard emergency and administrative phone lines between and among the emergency operator positions. The switch will also interface with the ALI (Automatic Location Information) databases to provide caller location to the various positions, digital recorder and Geographic Information System (GIS) computers. The switch is used to receive, process and locate emergency calls. 3 • $48,690 for two (2) 20 KVA Ilninterruptable Pawer• Supplies (LTPS) for backup power for interoperable communications equipment to provide surge protection for critical equipment, reduce brownout effects and provide a temporary source of backup power until the facility generator activates.. This equipment will also provide a tertiazy power source in the event the facility emergency generator fails to activate, thus allowing staff the time to effect repairs on the backup generator as necessazy without compromising emergency services. 4.. $75,555 for twenty-three (23) 800 MHz portable radios in addition to the radios initially budgeted in the grant to provide emergency responders in the field intex•operable communications amongsf responders and the dispatch center . Thank you for considering this reprogram request and we az•e willing to provide any necessary supporting documentation you or the COPS office may require.. We greatly appreciate your continued support and assistance you have provided serving as our• grant manager for this project . Sincex•ely, Jack Ball Director ~~:- 5 r~~ {+ ~ ~~~ ~}~ . ~~,~,1 G' "~/~'~ ~L `~ , ~~''-g '~ fib: .apartment of Justice ~Y ~ "'"~~...->~ ~ Office of Community Oriented Policing Services (G'OPS) Grants Administration Division 1100 YermantAve~:ue,1VW Washington, D.C. 20530 November 21, 200b Chief Steve W. Chalmers Durham Police Department SOS West Chapel Hill Street Durham, NC 27701 Re: COPS Interoperable Communications Technology Grant # 2005INWX0011 Dear Chief Chalmers: We received your letter requesting a modification to your COPS Interoperable Communications Technology Grant # 2005I.NWX001 1. Your proposed modification, to change the other category to the equipment category has been approved. We understand that there will be no change in the overall grant amount. If you have any questions, please do not hesitate to contact Bernard Williams at 202-514-8121. Sincerely, "...w .. ~.. Michael E. Dame Assistant Director for Grants Administration cc: Grant File COPS Finance OC Files GPS U. S. Department of Justice Community Oriented Policing Services a Grants Administration Division (GAD) COPS Interoperable Communications Technology Grant Award Modified !!00 Vernroni Averorc. NiY 1VasNington. DC 20530 Memorandum To: Chief Steve W. Chalmers Durham Police Department From: Michael E. Dame, Assistant Director Bernard Williams, Grant Program Specialist Budget Prepared By: Bernard Williams, Grant Program Specialist 6 Re: COPS Interoperable Communications Technology Grant Award Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions /Adjustments are noted below. OJP Vendor #: ORI #: NC03201 Grant #: 2005INWXOOII Budget Category Proaosed Budget Approved Budget Adiustments Disallowed/Adiusted -Reasons/Comments Trave]/Training $4,800.00 $4,800.00 $0.00 Equipment $3,937,445.00 $3,937,445.00 $0.00 Consultants/Contractors $56,075.00 $56,075.00 $0.00 ' Direct Costs: $3,998,320.00 $3,998,320.00 $0.00 Grand Total $3,998,320.00 $3,998,320.00 - $0.00 Grand Total• Federal Share: $ 2,998,740.00 ' Applicant Share: $ 999,580.00 Cleared Date: 11/2I/2006 Overall Comments: ' Maintenance agreements must be purchased within the three year grant period. Prior to the obligation, expenditure or drawdown of grant funds for non-competitive contracts in excess of $100,000, grantee must submit a sole source justification to the COPS Office for review and approval. Prior to the obligation, expenditure, or drawdown of grant funds for independent consultant fees in excess of $450 per day, approval must be obtained from the COPS Office. If the vendor number on this form differs from the EIN number included in your application, then for administrative purposes only, we are assigning a different vendor number to your agency, The reason for this administrative change is that your original EIN number has been assigned to another agency. If this applies to your agency, please use the new vendor ttumber on a!1 financial documents related to this grant award. The vendor number should not be used for IRS purposes and only applies to this grant.