City of Alexandria, Virginia
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MEMORANDUM
DATE: MAY 20, 2015
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of a Grant Application to the 2015 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 2015 Port Security Grant Program for fireboat maintenance and a dock lift
RECOMMENDATION: That City Council:
(1) Authorize the submission of the grant application; and
(2) Authorize the City Manager to execute all the necessary documents that may be required.
BACKGROUND: On April 2, 2015, the Federal Emergency Management Agency (FEMA) opened the Federal 2015 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 grant application deadline is May 29, 2015.
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 48 to 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.
This boat was ready for service in mid-2014 and the Alexandria Fire Department began training in July 2014. All personnel assigned at Fire Station 201 on Prince Street are qualified as either an operator, engineer or crew member.
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. 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 nationwide competitive 2015 PSGP grant award process. 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 36 months.
This year the Fire Department is proposing funding for two projects within the grant application:
1. Maintenance: 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 $86,700 from the FY 2014 PSGP to cover the second year of replacement parts, maintenance and warranties through August 2016. The anticipated costs for parts and maintenance for the third year (through 2017) is estimated at $126,900.
2. Boat Lift: A boat lift is needed to help sustain the PSGP investment and reduce future costs. A lift will preserve the boat by keeping it out of the water while not in use, enable hull and jet maintenance, provide immediate means of lifting the boat in case of damage to the hull, and reduce future maintenance costs. With no lift at the City Dock the boat must be transported via water to Coltons Point Marina in Southern Maryland when maintenance work requiring a lift has to be performed. A one-way trip by boat requires at least three hours and approximately 250 gallons of fuel usage (in addition to personnel costs). The lift provides many benefits, primarily reducing the water exposure of the boat hull and components (propulsion jets and transducers). The estimated cost of a boat lift in Alexandria (lift, pilings, electric, dock work, etc.) is $135,000.
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 maintenance and repairs costs. In addition, a lift will reduce future maintenance, prolong the life of the fireboat and can be relocated as the City Waterfront Plan is implemented. The total grant application represents $261,900 with $65,475 representing the City's required 25% match. As in previous years, the match amount was contained for this grant in the Fire Department's budget for FY 2016 as it has been for other PSGP grants in prior years.
The Department has applied for and received this PSGP grant in 2011 (new fireboat: $1.2M), 2013 (training classes: $0.7M), 2013 (search and rescue equipment: $0.2M) & 2014 (maintenance of the new Fireboat - $0.1M).
STAFF:
Debra Collins, Deputy City Manager
Robert Dubé, Fire Chief
Alex Braden, Budget Analyst