REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 16, 2021
FROM
LEONARD X. HERNANDEZ, Chief Executive Officer, County Administrative Office
SUBJECT
Title
FY 2020 Emergency Management Performance Grant Supplemental Program - Budget Increase/Purchase of Unbudgeted Fixed Assets
End
RECOMMENDATION(S)
Recommendation
1. Approve the purchase of six Rapid Deployment Shelters as unbudgeted fixed assets in an amount not to exceed $196,393.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post budget adjustments, as detailed in the Financial Impact section, that will increase the Office of Emergency Services’ 2021-22 budget by $230,204 for purchase of six Rapid Deployment Shelters, and other equipment and supplies in support of the County’s continuing COVID-19 response (Four votes required).
(Presenter: Brent Martin, Emergency Services Manager, 356-3998)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
Focus on Recovery and Resiliency Following Major Emergency Responses such as the December 2, 2015 Terrorist Attack (SB Strong) and the Global COVID-19 Pandemic.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The County’s Office of Emergency Services (OES) is requesting a budget increase of $230,204 for the purchase of portable shelters and consumable emergency products in support of the County’s ongoing COVID-19 response, which includes $196,393 for six rapid deployment shelters. This increase will be funded from a $242,319 grant award to the County from the California Governor’s Office of Emergency Services (CalOES) under the FY 2020 Emergency Management Performance Grant Supplemental Program (EMPG-S). The cost of rapid deployment shelters shall not exceed $196,393, as that is the amount approved in the FY 2020 EMPG-S grant for this purchase.
The following 2021-22 budget adjustments for OES are needed to proceed with the various equipment and supply purchases:
|
Cost Center |
Commitment Item |
Description |
Action |
Amount |
|
1086001000 |
52002130 |
Non-inventoriable Equipment |
Increase |
$33,811 |
|
1086001000 |
54404040 |
Fixed Assets - Equipment |
Increase |
$196,393 |
|
1086001000 |
55415013 |
Transfers In - Services & Supplies |
Increase |
($33,811) |
|
1086001000 |
55415017 |
Transfers In - Fixed Assets |
Increase |
($196,393) |
BACKGROUND INFORMATION
On December 8, 2020 (Item No. 23), the Board of Supervisors (Board) approved acceptance of a grant subaward in the amount of $242,319 from CalOES under the FY 2020 EMPG-S. This grant is allocated to County OES for use in the San Bernardino County Operation Area. The funding is a supplement to existing FY 2020 EMPG funding and represents another resource to support the County’s continuing COVID-19 response. Of the $242,319 awarded, $230,204 was allocated for the purchase of portable shelters and consumable emergency products (such as personal protective equipment and sanitizing goods), while the remaining $12,115 was earmarked for grant management and administration costs. The performance period for the FY 2020 EMPG-S has been extended through December 27, 2021.
Approval of this item will authorize a 2021-22 budget increase of $230,204 that would allow use of the FY 2020 EMPG-S funds by OES to purchase the rapid deployment shelters and other consumable emergency products. The most significant of the purchases will be the six rapid deployment shelters in an amount not to exceed $196,393. These shelters have the capacity to help support ongoing COVID-19 response needs and will also help strengthen the Mass Care and Shelter program, which addresses establishing sites during emergencies to provide care and shelter facilities for the affected population. The shelters will be stored with the Disaster Supply cache and available to support countywide incidents. These shelters include portable HAVAC systems that would make them available for use in most environments. As mentioned above, the FY 2020 EMPG-S performance period ends on December 27, 2021. This detail precludes OES from seeking Board approval of the recommended budget increase/purchase of unbudgeted fixed assets in a future quarterly budget report.
PROCUREMENT
OES is currently in the process of obtaining updated quotes from multiple vendors for purchase of the rapid deployment shelters. Following approval of this item, OES will order the items referenced above, remaining within the budgeted amount not to exceed $196,393 for the shelters. OES is operating on a four-week timeframe, from ordering to delivery, and is expecting product delivery by the middle of December 2020. The purchase will be in accordance with County procurement rules and guidelines and will be completed prior to the performance period end date of December 27, 2021.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Miles Kowalski, Deputy County Counsel, 387-5455) on October 12, 2021; Purchasing (Cody Leslie, Purchasing Lead Buyer, 387-2065) on October 6, 2021; Auditor-Controller/Treasurer/Tax Collector (Vanessa Doyle, Chief Deputy Controller, 382-3195) on October 13, 2021; Finance (Tom Forster, Administrative Analyst, 387-4635) on October 13, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on October 15, 2021.