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
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By
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