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HomeMy WebLinkAboutResolution 2020-038 RESOLUTION NO. 2020-038 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, AUTHORIZING SUBMISSION OF A REIMBURSEMENT APPLICATION AND ACCEPTANCE OF ALLOCATED FUNDS IF AWARDED FOR THE TARRANT COUNTY 9-1-1 DISTRICT FY2021 RADIO INTEROPERABILITY ASSISTANCE PROGRAM. WHEREAS, The City of North Richland Hills, Texas possesses legal authority to apply and make appointments for the conduct of business relative to the FY2021 Tarrant County 9-1-1 District Radio Interoperability Assistance Program allocation; and WHEREAS, The City Council of North Richland Hills finds it in the best interest of the citizens of North Richland Hills that we request reimbursement of the funds available under this Program for the dispatch consoles annual maintenance services agreement and the purchase of a portable radio from Motorola Solutions; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, THAT: SECTION 1. The City Council hereby finds that the recitals set forth above are true and correct and are incorporated into this Resolution as if written herein. SECTION 2. The City Council of the City of North Richland Hills hereby authorizes and approves the submission of the application for reimbursement and acceptance of allocated funds if awarded for the FY2021 Tarrant County 9-1-1 District Radio Interoperability Assistance Program, and to make appointments for the conduct of business relative to the allocation. SECTION 3. The City Council of the City of North Richland Hills designates Public Safety Director Jimmy Perdue as the grantee's authorized official. The authorized official is given the power to apply for, accept, reject, alter or terminate the funding request on behalf of the applicant agency. SECTION 4. The City Council of the City of North Richland Hills agrees that loss or misuse of Tarrant County 9-1-1 District Radio Interoperability Assistance Program allocation funds or failure to comply with all funding requirements may result in suspension or termination of award funds, the repayment of award funds, and/or other remedies available by law. SECTION 5. This Resolution shall take effect and be in full force and effect from and after the date of its adoption, and it is so resolved; and all Resolutions of the City Council of the City of North Richland Hills in conflict herewith are hereby amended or repealed to the extent of such conflict. Resolution No. 2020-038 Page 1 of 2 PASSED AND APPROVED on this 9th day of November, 2020. CITY ORTH I HLAND ILLS By: Oscar Trevino, Ma ATTEST: ,,,cam Alicia RichardsonTE City Secretary/Chief Gov4r O 41 APPROVED AS TO FORM AND LEGALITY: &•10k*"'„ClikA1--_ aleshia B. McGinnis, City Attorney APPROVED AS TO NTENT: J' P due, Public Safety Director Resolution No.2020-038 Page 2 of 2 WHEN SECONDS COUNT is MI TARRANT COUNTY 9-1-1 DISTRICT 2021 Interoperability Assistance Program Tarrant County 9-1-1 District 2600 Airport Freeway I Fort Worth, Texas 76111 817-334-0911 I www.tc911.orq Page 1 of 5 Resolution 2020-038 FY2021 RADIO ASSISTANCE PROGRAM - - establishes the guidelines This Tarrant County 9-1-1 District (TC9 1 1 or District) policy to be used by Member Entities (entity) in seeking reimbursement of allowable P25 radio Interoperability expenses. This is a "Use It or Lose It" policy— individual allocations may not be carried over from year to year. In compliance with applicable State laws, this is a prospective policy. No previously purchased items or services will be considered for reimbursement. All expenses must be approved by TC9-1-1. in advance, to receive reimbursement. All applicants must demonstrate that they have an interoperability plan utilizing the SAFECOM guidelines. All approved expenses must facilitate regional interoperability. Each applicant will be asked to certify that their request improves the ability to communicate with neighboring jurisdictions. Radio Allowable Expenses Per the HEALTH AND SAFETY CODE CHAPTER 772 — SECTION 217. Allowable operating expenses of a district include all costs attributable to designing and operating a 9-1-1 system and costs for related services that the Board considers necessary. TC9-1-1 will provide reimbursement for permitted Allowable Expenses subject to availability of funds, entity allocations and annual appropriation. Allowable Expenses are determined by the state legislature for the use of public funding, the District Board of Managers (Board) and is reviewed annually. An up-to-date list of Allowable Expenses is in Attachment 1 of this policy. Multi-year contracts will require Distract pre-approval in the initial year prior to making the first payment. Subsequent years of the contract will require the application request to be sent prior to the payment being made and the proof of payment will still be required for reimbursement. If the application falls outside the dates of the initial agreement, the request will be denied Application for Funding In order for an agency to receive funds from the assistance programs, the assigned applicant must agree to the Program Policy Agreement that will be sent via email containing a link to surveymonkey.com. This acknowledgment confirms their understanding of the policy designed by Tarrant County 9-1-1 and the Board of Directors. Page 2 of 5 Resolution 2020-038 The 2021 Radio Assistance Program opens November 1st of 2020. ECCs will submit an Application for Funding consisting of the expenditures the ECC is requesting. Separate Applications for Funding must be submitted for each project, the district will no longer except one request for multiple items associated with multiple projects. All applications must be received by June 30th Application Instructions From the District's website (www.tc911.org) click "PSAP" on the upper right side of the page. From the next page on the lower right click the PSAP Assistance Program. From the PSAP Assistance Program page, click on either the "Application" or "Reimbursement" icon. If you have not already created an account, please do so at this time. Once you have successfully created an account, click on "Apply", then "FY2021 P25 Radio Assistance Program". Complete the application and upload your documentation where indicated. ECC Managers/Directors or a designee assigned by the ECC Manager/Director or Chief can complete the Application for Funding. Approval Process All expenses must be approved by TC9-1-1. in advance, to receive reimbursement. After receipt of the Request, the Technical and/or Funding Committees of the Board will review each application. The entity may be requested to provide additional information to clarify specific line items of the funding request. The Committee(s) will initially determine the eligibility of any particular cost item. The Committee(s) will advise the entity of any costs that are considered ineligible, and request that the application be amended. At the next meeting of the Board, the Committee(s) will report to the Board and recommend approval of the funding request (as amended, if necessary). The program administrator will subsequently notify the entity of the dollar amounts approved. If the entity wishes to appeal the Committee designation of ineligible costs, they should make a formal appeal to the Board, addressed to the Chair. The appeal should be provided in writing; a representative of the entity may also choose to make a live presentation of their justification at a Board meeting. The full Board will review the specific appealed claims for reimbursement and make a final determination of reimbursement eligibility. Arrangements for a Board Presentation should be made in advance to allow for scheduling and required public notice. Page 3 of 5 Resolution 2020-038 Disbursement Process All expenses must be approved by TC9-1-1. in advance, to receive reimbursement. Once a project is completed, entities requesting reimbursement are required to submit a written Reimbursement Request to the program manager, and must use the form provided by the Board. This will also be an on-line process. After logging in, click on the application you are requesting a reimbursement for and provide the required information. Be sure to include a paid invoice and other necessary information. All requests for reimbursement must be received by August 31st Reallocation of unused funds On or about July 1st, the committee(s) may reallocate any remaining funds. Based on the level of unused funds available, the committee(s) may request additional applications. Additionally, the committee(s) may recommend that any remaining funds be "rolled" into a subsequent year's program allocation. Reconciliation Process The Board may conduct an annual reconciliation for each entity that submits a Funding Request and receives payments. If warranted, the reconciliation will be conducted in the first quarter of each fiscal year and will cover the immediate past fiscal year. The purpose of the reconciliation is to review Monthly Recurring Costs and to understand any increase in recurring costs, as well as to identify any opportunities for consolidation of cost centers. Amendments to Procedures The Board reserves the right to adopt amendments to the funding procedures and application forms as may be necessary, with or without notice. Entities are encouraged to suggest changes and improvements they feel may be appropriate to improve these procedures or the program. Page 4 of 5 Resolution 2020-038 ATTACHMENT 1 Radio Interoperability Assistance Program Allowable Expenses FY2021 • Recording system upgrades required as a result of converting to P25 and maintenance costs • P25 radio related Professional Services • P25 radio related Maintenance Contracts • Backup power support for P25 radio infrastructure o Uninterruptable Power Supply (UPS) o Generator • P25 radio related connectivity • P25 user and connectivity fees • P25 dispatch consoles (Must include TDMA capability) • P25 infrastructure (New sites or the maintenance of existing sites) • RF amplification system on an interoperable system (with proper documentation) Page 5 of 5 Resolution 2020-038