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3. Memorandum of Understanding - CAD GrantKALISPELL FIRE DEPARTMENT PO Box 1997 Daniel Diehl— Assistant Chief/Operations 312 First Avenue East DC Haas — Assistant Chief/Prevention Kalispell, Montana 59901 Phone: (406) 758-7760 FAX: (406) 758-7952 November 25, 2008 TO: Mayor Kennedy and City Council FROM: Dan Diehl, Acting Fire Chief Myrt Webb, Interim City Manager RE: Memorandum of Understanding MEETING DATE: December 1, 2008 The City of Kalispell applied for and was successful in obtaining a grant for the Computer Aided Dispatch equipment and training for the consolidated 911 center. The amount of the grant was $732,701 with a match of $183,175 to be paid by the 911 board. The grant has already been audited once by FEMA before we spent any money knowing these grants are difficult to administer. The auditor requested an MOU to outline responsibilities and a timeline for the grant to be spent in an attempt to be successful. The grant requires an aggressive purchasing and installation schedule for this to work. I have expressed my concerns to the Flathead County 911 coordinator. I will be monitoring this process very closely. RECOMMENDATION: City Council authorize the City manager to sign the Memorandum of Understanding with Flathead County to administer the grant. FISCAL IMPACT: None. ALTERNATIVES: As suggested by Council. Respectfully bmitted, "— 4L - —= - Dan Diehl Acting Fire Chief Myrt Webb Interim City Manager "Assisting our community in reducing, preventing, and mitigating emergencies. " MOU This Memorandum of Understanding (MOU) is entered into effective the 151h Day of November, 2008, by and among the following entities: Flathead County, the City of Kalispell, the Administrative Board of the Flathead County 9-1-1 Emergency Coordination Center, (9-1-1 Board). 1. Purpose. The purpose of this MOU is to administer the FEMA-Assistance to Firefighters (AFG) grant (EMW-2007-FR-00694) received by the City of Kalispell, and the Kalispell Fire Department (KFD). Per AFG guidelines and requirements, KFD acted as the regional "Host Agency" acquiring the grant for the benefit of citizens and emergency service providers throughout Flathead County. The total project budget for the AFG Computer Aided Dispatch (CAD) grant is $915,876 ($732,701 AFG; $183,175 Non -Federal Match funds) and is to be used to purchase CAD equipment for the Flathead Emergency Coordination Center (FECC). KFD, per AFG requirements, is responsible for grant management, administration and reporting. 2. Match. The required grant match of $183,175 (non-federal funds) will be provided by the Administrative Board of the Flathead County 9-1-1 Emergency Coordination Center. 3. Closing Date. All grant equipment must be purchased by June 30, 2009 and installed and operational no later than July 21, 2009. Final grant close-out paperwork must be completed by August 21, 2009. 4. Purchase Amounts. Equipment purchases must stay within the grant amounts allocated by CAD categories: Hardware-$201,501; Software-$364,425; Project Services-$324,800; Training-$24,150. (Additionally, $1,000 of AFG funds has been allocated to the City of Kalispell to cover a portion of the cost of a federal audit.) The grant money spent on CAD equipment must result in the installation and implementation of operational upgraded CAD services to regional partners as outlined in the grant application. Any cost over and above the allocated categories (excluding the cost of the federal audit) will be the responsibility of the 9-1-1 Board. 5. Regional Partners. Regional AFG partners include all Fire Departments in Flathead County, encompassing 16 rural, 3 city, and one international airport fire department(s). Namely, regional partners are: Bad Rock Fire, Big Mountain Fire, Bigfork Fire, Blankenship Fire, Columbia Falls Fire, Coram/West Glacier Fire, Creston Fire, Evergreen Fire, Ferndale Fire, Glacier Park International Airport Fire, Hungry Horse Fire, Kalispell Fire, Marion Fire, Martin City Fire, Olney Fire, Smith Valley Fire, Somers/Lakeside Fire, South Kalispell Fire, West Valley Fire, and Whitefish Fire. Direct services will also be provided to 7 Ambulance Services, 3 Quick Response Units, 4 search and rescue programs, 3 City Police Departments, ALERT Medical Helicopter, the County Sheriffs Office, County Animal Control, Office of Emergency Services, U.S. Forest Service and Glacier National Park. Additionally, the updated CAD system will provide enhanced support services to Montana Highway Patrol, Fish, Wildlife and Parks and the Montana Department of Natural Resources and Conservation (DNRC). 6. Equipment Installation. CAD equipment will be installed in the consolidated FECC dispatch center. FECC will be responsible for operation and maintenance of the CAD equipment. KFD will maintain ownership of the equipment for the 3 year life cycle of the grant. Following closeout of the grant agreement, ownership of the equipment will be transferred to the 9-1-1 Consolidation Board. 7. Equipment Purchase. Vendor selection for equipment purchases will be through RFP solicitation. The 9-1-1 Coordinator will select a team including dispatchers and other stake holders to help develop RFP guidelines. A review committee will be selected to score and rank vendor RFP's. Final vendor selection will be by the 9-1-1 Board, based on the review committee's RFP ranking and recommendations. &. Purchase Orders. CAD equipment purchase orders will be prepared by the 9-1-1 Coordinator and routed to the Flathead County Grant Support Office, and one other member of the regional partner team for review. After review is complete and necessary changes are made (if any), the 9-1-1 Coordinator will present the purchase order to the 9-1-1 Board for final signature prior to equipment purchase. 9. Invoices. Equipment invoices will be sent to KFD for payment. The KFD Chief will send the invoice to the City Treasurer for coding. The invoice will be paid by the City of Kalispell and then submitted to AFG for reimbursement. 10. Correspondence. Copies of reports, reimbursement requests and correspondence submitted to AFG by KFD will be provided to the Flathead County Grants Support Office. 11. Changes to MOU. This MOU cannot be changed without signature of all parties. Flathead C ty By Commission dhairman 9-1-1 Board By Chairman City of Kalispell C City Manager KaOWV1RTire De t---.. By Chi