City of Alexandria, Virginia
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MEMORANDUM
DATE: APRIL 16, 2014
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: RASHAD M. YOUNG, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of a Grant Application to the 2014 Port Security Grant Program, U.S. Department of Homeland Security, Federal Emergency Management Agency.
BODY
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ISSUE: Consideration of a grant application to the 2014 Port Security Grant Program, U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA).
RECOMMENDATION: That City Council:
(1) Authorize the submission of the grant application (due on May 23, 2014) in the amount of $242,500; and
(2) Authorize the City Manager to execute all the necessary documents that may be required.
DISCUSSION: The new fire boat requires ongoing maintenance at prescribed intervals and other repairs to ensure systems are operating at optimal performance and accuracy. The systems needing maintenance include: two separate drivetrains, including motors, transmissions, water jets, and fire pumps; a 15 kilowatt generator; a sophisticated electronics system; and the superstructure of the vessel. The annual maintenance expense will fluctuate based on the required service for a specific interval. Some periodic schedules call for inspections of parts, and the replacement of parts as needed. But, other interval schedules require total rebuilds of wearable parts.
The City of Alexandria, as a member of the U.S. Coast Guard, National Capital Region (NCR), Area Maritime Security Committee (AMSC), is eligible to submit for a project in a competitive process with Group II Port Areas with a target funding of $40,000,000 available for grant awards. Grant awards for public sector applicants require a non-Federal match (cash or in-kind) supporting at least 25 percent (25%) of the total project cost for each supported project.
The funding guidelines for the PSGP allow for maintenance and sustainment programs for maintenance contracts, warranties, repair or replacement costs, and user fees for active and future grant awards. The allowable maintenance costs are permissible up to the maximum of the grant's performance period of 24 months.
The new fire boat qualifies for maintenance and sustainment programs since the purchase funding is being provided through an active PSGP award. The City was awarded $114,900 from the FY 2013 PSGP to cover the first year of replacement parts, maintenance and warranties through August 2015. The anticipated costs for parts and maintenance for the second year (through 2016) are estimated at $115,600, and the third year costs (through 2017) are estimated at $126,900 for a total cost of $242,500 over a two year period.
BACKGROUND: On March 18, 2014, FEMA opened the FY 2014 grant application period for the Port Security Grant Program (PSGP), which focuses on securing and guarding harbors and port areas for the protection of critical infrastructure from terrorism. The purpose of the PSGP is to support increased port-wide risk management; enhance domain awareness; conduct training and exercises; expand port recovery and resiliency capabilities; further capabilities to prevent, detect, respond to and recover from attacks involving improvised explosive devices (IEDs) and other non-conventional weapons; and competitively award grant funding to assist ports in the implementation of the National Preparedness System (NPS) by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient Nation.
The City of Alexandria plays a vital role in ensuring that our waterways are protected against terrorism and other threats, particularly in light of its responsibility for providing fire and EMS protection for emergencies on the Woodrow Wilson Bridge and the thousands of Alexandria citizens and visitors who cross that structure each day. The City received a $1,230,000 award from the FY 2010 PSGP to purchase a 50 foot fire boat with a pumping capacity of 7,000-8,000 gpm. This vessel was purchased to provide an all-hazards response vessel with state-of-the-art capabilities for providing preventive security capabilities and emergency response operations for fire, medical, rescue, and environmental hazard incidents along Alexandria's waterfront, on or around the Woodrow Wilson Bridge, and on or adjacent to the Potomac River.
The City contracted with MetalCraft Marine Inc. in Cape Vincent, NY to build the new fire boat in January 2012. The new fire boat was delivered to the City in September 2013. The fire boat was returned to the manufacturer in November 2013 for warranty repairs. The fire boat is anticipated to be returned to the City in June 2014.
FISCAL IMPACT: The City is responsible for normal maintenance and repair costs for the new fire boat. An award from this grant will provide a savings to the City for up to seventy-five percent (75%) of the two year maintenance and repairs costs. The total grant application represents $242,500 with $60,625 representing the City's required 25% match. If awarded, this grant's period of performance will occur in the FY15 and FY16 budget years. This means that the Fire Department would need to have $30,313 per year for the grant match. The Fire Department will work within its general fund budget to absorb these costs.
STAFF:
Michele R. Evans, Deputy City Manager
Andrew D. Snead, Interim Fire Chief