Meeting Type: BCC Regular Meeting
Meeting Date: 12/17/2024
Item Status: New
From: Tom Tyler, EMA Director; Beth Hodges, Budget Director
Submitted by: Vernon Dandridge, EMA Planning & Grants Division Manager
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ITEM TITLE
Title
FY 2024 State Homeland Security Grant Program Subgrant Award Agreement with Alabama Law Enforcement Agency to Update Emergency Operations Center Operation’s Video Wall System
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STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Adopt Resolution #2025-054 amending the Fiscal Year 2025 Budget (Resolution #2024-159 and Resolution #2024-158, adopted on September 17, 2024) to allocate $22,833.00 in additional funding for the purchase of the Baldwin County Commission (Emergency Management Agency(EMA)) video wall; and
2) Approve the Fiscal Year 2024 State Homeland Security Grant Program (SHSGP) Subgrant Award Agreement in the amount of $107,433.00 with the Alabama Law Enforcement Agency (ALEA) to update the Baldwin County Emergency Operations Center (EOC) Operation’s Video Wall System; and
3) Authorize the Chairman to sign any other documents related to the Grant Agreement; and
4) Authorize the EMA Planning & Grants Division Manager to submit the signed Subgrant Award Agreement electronically through the ALEA grants portal, on behalf of the Baldwin County Commission.
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BACKGROUND INFORMATION
Background: The SHSGP is a federally funded Federal Emergency Management Agency (FEMA) grant program focused on enhancing the ability to prevent, protect against, respond to, and recover from terrorist attacks. This is a reimbursement grant that does not require a local match unless the total cost of the project exceeds the allocated funds in the Subgrant Award Agreement.
The period of performance for this grant is November 1, 2024, through October 31, 2025.
The Baldwin County EOC Operation’s Video Wall System is no longer serviceable. All parts for the wall have been discontinued, yet it is a critical component to EMA’s daily operations and crucial to the County’s response for emergency incidents. ALEA has agreed to fund a portion ($107,433.00) of the EOC Operations Video Wall but not the entire cost ($180,266.00) of the project.
Within the Fiscal Year 2025 Budget, $50,000.00 was allocated to the purchase of the video wall with the anticipation that said grant would cover the remaining cost. Based upon the grant award amount of $107,433.00, with the budgeted $50,000.00, there remains a need for $22,833.00. As noted during the FY 2025 budget deliberation process, should there be a shortfall, the need would be met with contingency funding. Resolution #2025-054 will reallocate the needed $22,833.00 from Contingency Reserves (10051105.52901) to EMA’s Capital Outlay Computer (10052300.55800).
Previous Commission action/date: April 4, 2024 -The Baldwin County Commission approved the Homeland Security Application in the amount of $200,000 for funds to replace the (unserviceable) Emergency Operations Center Operation’s Video Wall.
September 17, 2024 - Adoption of Fiscal Year 2025 Budget.
FINANCIAL IMPACT
Total cost of recommendation: $107,433.00 to be reimbursed with grant funding; $22,833.00 Additional Funding Needed; Totaling $130,266.00
Budget line item(s) to be used: Federal Grants 28070020.55800 and EMA Capital Outlay Computer 10052300.55800
If this is not a budgeted expenditure, does the recommendation create a need for funding? Yes
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration, Budget, Finance, EMA, and CIS
Action required (list contact persons/addresses if documents are to be mailed or emailed): Administration - send executed original application to EMA Planning & Grants Division Manager, Vernon Dandridge.
cc: Tom Tyler, Danon Smith, Brent Goodwin, Robert Quates, Brian Underwood, Beth Hodges, Katrina Taylor, Chris Welch, and Christie Bezoari
Budget staff to create budget entry according to Resolution #2025-054.
Finance staff to create the project string for accounting for the grant purchases.
EMA Planning & Grants Division Manager to submit signed agreement and any other documentation to ALEA through the AGATE grant management portal system and manage the grant.
CIS to order, receive, and install equipment purchased with grant funds.
Additional instructions/notes: N/A