DATE: December 4, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Police Department
TITLE: ACCEPTANCE AND APPROPRIATION OF ADDITIONAL GRANT FUNDS FOR THE COPS 2023 GRANT PROGRAM; AND AMEND PRIOR PURCHASE ORDER FOR LEICA RTC360 LASER SCANNER
RECOMMENDATION
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Staff and the Police and Fire Commission recommend that the City Council accept and appropriate an additional $251,778 in grant funds from the California Enhancing Law Enforcement Activities Subaccount (ELEAS) awarded to the City for the Citizen’s Option for Public Safety (COPS) 2023 Grant Program; approve amendment 1 to Precision Survey Supply, LLC for Leica RTC360 Laser Scanner for $12,000 for a total not to exceed amount of $130,029; and authorize the City Manager, or designee, to execute all grant documents and purchase order.
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BACKGROUND AND ANALYSIS
The City received $265,971 in initial grant funding from the State of California COPS 2023 Grant Program. The City Council approved accepting and appropriating those funds at its May 22, 2024 meeting. In October 2024, the City received an additional allotment of $251,778. Staff recommends that the City Council approve and accept the additional funding for the COPS 2023 Grant Program and use the funds as recommended below.
Programs to be funded with the additional funds are as follows:
• School Resource Officer (SRO) Program - $103,000 - OPD has funded the SRO Program with COPS grant awards since FY 2004-05. This allocation will cover a portion of one officer’s salary and benefits for the 2025-26 School Year. The Police Department’s general fund budget separately funds the remaining balance.
• Cadet Program Salaries and Benefits FY 2025-26 - $35,196 - This program bridges Explorers and entry-level law enforcement positions within the Police Department. It provides a venue for recruiting local candidates. This allocation funds two Police Cadets for one year.
• Cadet Program Tuition and Uniforms - $7,500 - This funding will be used for scholarship and tuition expenses for the Police Cadets to attend a local community college. Funding will also be used to outfit Cadet(s) with uniforms.
• Wellness Program - $18,682 - This funding will ensure the continuation of OPD’s Wellness program, which prioritizes officer wellness, ensuring that adequate physical and mental resources are accessible. Funding will be used to supplement the OPD’s ongoing efforts of employee wellness through a variety of initiatives.
• Crossroads eCitation Software License - $50,000 - This software license will support Office of Traffic Safety (OTS) grant-acquired mobile printers that are used to print citations during traffic enforcement operations, resulting in increased efficiency and accuracy of citation writing. Due to the software being supplied by “site license,” it is able to be installed on unlimited devices within the OPD.
• Leica Scanner (5th payment of original agreement) - $12,000 - On March 24, 2021, the City Council approved a purchase order for a Leica RTC360 laser scanner for a total of $119,827. A laser scanner is an imaging tool used to document field investigations. The scanner was procured on a lease-to-purchase option for four years, with an optional fifth-year payment should the OPD proceed with purchasing and keeping the scanner. Originally, there was no intent to purchase the scanner, which is why there was an omission of the fifth payment amount on the original purchase order. Due to current operational needs, the OPD will pursue the fifth-year option to purchase the scanner. Amendment of the original purchase order total to include the 5th payment will settle the original agreement.
• Leica Scanner (1st payment of new lease agreement) - $20,500 - By purchasing a second Leica RTC360 laser scanner, OPD will significantly enhance its operational and investigative capabilities while maintaining cost efficiency. This approach ensures continuity in meeting the District Attorney’s Office expectations, minimizes training and transition challenges, and increases OPD’s field capacity by deploying two scanners. The total cost of the new lease agreement will not exceed $90,000, to be paid in annual increments over a five-year period, with four payments of $20,370 and a 5th year payment of $7,890, should the department decide to keep the equipment. The Police Department will be allocating COPS grant funds for each of the remaining four years of the lease agreement.
FISCAL IMPACT
The State of California has disbursed the funds to the City, which are being held in fund balance. There are no matching fund requirements from the City.
|
Expenditures |
Appropriation |
Account Number |
|
Revenues: |
|
|
|
COPS 2023 Additional Grant Funds |
$251,778 |
817140423217.4376 |
|
Expenses: |
|
|
|
School Resource Officer Program FY25-26 |
$103,000 |
817140423217.6900.0272 |
|
Cadet Program Salary |
35,196 |
817140423217.5110 |
|
Cadet Program Benefits |
4,900 |
817140423217.5207 |
|
Cadet Program Tuition |
5,000 |
817140423217.5350 |
|
Cadet Program Uniforms |
2,500 |
817140423217.5380 |
|
Wellness Program |
18,682 |
817140423217.5355 |
|
Crossroads eCitation Software |
50,000 |
817140423217.5355.0009 |
|
Leica Scanner (5th payment of original agreement) |
12,000 |
817140423217.5330 |
|
Leica Scanner (1st payment of new agreement) |
20,500 |
817140423217.5330 |
|
Total Grant Appropriation |
$251,778 |
|
COMMISSION OR COMMITTEE REPORT
The Police and Fire Commission approved staff’s recommendation at its special meeting on November 19, 2024.
CITY ATTORNEY’S ANALYSIS
The City Attorney has reviewed the referenced documents and approved as to form.
end
Prepared by: Whitney Fernandez, Management Analyst
Reviewed by: Taurino Valdovinos, Chief of Police
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Award Letter
3. Original Lease Agreement for Leica RTC360 scanner
4. Original Purchase Order