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  Regular Agenda Item     3. D.    
Regular BOS Meeting
Meeting Date: 12/04/2018  
Submitted For: Adam Shepherd Submitted By: Debra Williams, 911 Coordinator
Department: Sheriff's Office  
Fiscal Year: FY2020 Budgeted?: Yes
Contract Dates
Begin & End: 		07/01/2019 through 06/30/2020 Grant?: Yes
Matching
Requirement?: 		No
 Fund?: New
Information
Request/Subject
Arizona 9-1-1 Program Grant Application to Support FY2020 Gila 9-1-1 Network Operation
Background Information
The Arizona 9-1-1 Grant Program is designed to assist Public Safety Answering Points (PSAPs), in collaboration with regional and local jurisdictions, perform activities related to implementation and operation of their respective emergency telecommunication system. Historically the Arizona 9-1-1 Office has managed funding that supports these systems on behalf of qualified Public Safety Answering Points (PSAPs).  Tasks include network research and planning, vendor contract comparisons, annual budget development and vendor payment.  Gila County PSAPs have been a beneficiary of this management program through fiscal year 2019.
 
In fiscal year 2020, the Office of Grants and Federal Resources (GFR) has determined that System Administrators from each 9-1-1 Network Authority, the Gila County Sheriff's Office (GCSO), will be responsible for their own annual budget development and request for funding through the Arizona Office of Grants and Federal Resources grant program.  Once awarded, financial management and distribution of the funds is the responsibility of the 9-1-1 Network Authority.  Vendor invoices received by the GCSO for payment will be submitted to the Arizona 9-1-1 Program Office through the state’s eCivis system and grant payments will be deposited directly via ACH to the GCSO.  Those funds will then be processed by the GCSO to vendors. 

To properly manage the grant funding, a letter certifying the intent to obtain the necessary MOUs or IGAs between the 9-1-1 Network Authority and each network PSAP will be required prior to July 1, 2019, before funding can be released.  That letter will be developed with Payson PD prior to application submission on December 14, 2018. 
Evaluation
Once grant funds are awarded, financial reimbursements to the Arizona 9-1-1 Program Office for each invoice will be required through the state’s eCivis system and payments to vendors will be processed through the 9-1-1 Network Authority.  For the FY2020 application, a letter certifying the intent to obtain the necessary MOUs or IGAs between the 9-1-1 Network Authority and each network PSAP will be required prior to July 1, 2019, before funding can be released.

The grant amount supports the Gila 9-1-1 Network in two (2) Public Safety Answering Points (PSAPs): 
1. Sheriff's Office - Globe    2. Payson Police Department

The application requires the following information.  A short synopsis from each section is provided:
  • Scope of Work:  To support operational costs of emergency communications infrastructure in the Gila 9-1-1 Network
  • Project Request(s): NA for FY2020
  • Collaborative Elements and Partners: Our partners include but are not limited to Payson PD; Arizona State 9-1-1 Office; CenturyLink; West Safety Services; Gila County GIS/Mapping; Graham County 9-1-1 Administration; Pinal County 9-1-1 Administration; Greenlee County 9-1-1 Administration.
  • Sustainability Plan: Identification of funding sources beyond grant availability is to be determined through long term planning prior to July 1, 2019.
  • Evaluation Plan:  A schedule of monthly analysis of network performance, budget status and quarterly partner meetings will be established prior to July 1, 2019.
  • Project Goals and Objectives:  NA for FY2020
  • Budget Module and Narrative
    • Personnel & Fringe Benefits:  NA for FY2020
    • Travel:  1.67% of overall budget to support 9-1-1 Training / Conference for the 9-1-1 Coordinator.
    • Equipment:  NA for FY2020
    • Supplies:  NA for FY2020
    • Contractual:  Network Operations $207,804 
A draft budget has been prepared and a copy is attached.
 
The electronic grant application is in progress but is not completed as of this date.   Submission date is no later than December 14, 2018.  A copy of the final application will be submitted to the Clerk of the Board of Supervisors by December 14, 2018.
Conclusion
Without these grant funds the GCSO will need to request annual budget funding to support the 9-1-1 network and services from alternate sources.
Recommendation
Gila County Sheriff J. Adam Shepherd recommends that the Board of Supervisors approve the electronic submission of a grant application for the Arizona 9-1-1 Grant Program for FY2020 no later than December 14, 2020, for an approximate amount of $207,804.
Suggested Motion
Information/Discussion/Action to authorize the Sheriff's Office electronic submission of a grant application for the Arizona 9-1-1 Grant Program for FY 2020 no later than December 14, 2020, for an approximate amount of $207,804. (Debra Williams)
Attachments
Notice of Availability of Funds
Arizona 9-1-1 Grant Program FAQ
DRAFT9-1-1Budget

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