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hereby amended or repealed to the extent of such conflict.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
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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
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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
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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.
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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.
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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.
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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)
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Resolution 2020-038