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FD Marin Operational Area 2013MEMORANDUM OF UNDERSTANDING ORIGINAL MARIN OPERATIONAL AREA THIS AGREEMENT, made and entered into this .30 day ofZ— 2013, by and between the COUNTY OF MARIN, a Political Subdivision of the State of California, acting by and through its Board of Supervisors, hereinafter referred to as "County" and the City of SAN RAFAEL, a municipal corporation of the State of California, hereinafter referred to as "City." WITNESSETH: WHEREAS, County has adopted the Standardized Emergency Management System pursuant to the provisions of Division 2, Title 19 of the California Government Code; and WHEREAS, County has presently existing a well-established Emergency Operations Plan, and a presently existing, well-established Emergency Organization functioning under the County Director of Emergency Services pursuant to Section 2.99 of the Marin County Code; and WHEREAS, it would be naturally advantageous to the parties hereto to have the County Emergency Services Office perform certain functions for the said City; NOW, THEREFORE, in consideration of the covenants and agreements herein contained, it is mutually agreed, in accordance with the terms and provisions of the California Emergency Services Act (Title 2, Division 1, Chapter 7 of the Government Code), as follows: LIAISON County agrees to appoint a person, at staff level, as a liaison person to City, and City agrees to appoint a primary point of contact person to County. The employee(s) who is (are) assigned to act as liaison to the City shall not be an employee of the City. The personnel management of such employee is the responsibility of the County. The County Liaison will provide the following services at no charge during the performance period of this Agreement: • Invitation to attend EOC staff development classes (space permitting) • Invitation to attend customized or hosted training sessions (space permitting) • Training notifications from CalEMA • Grant administration (e.g. UASI, SHSGP) • Notification of additional grant opportunities • Invitation to attend exercises (as appropriate) • Sample best practices (e.g. templates, lessons learned, etc) • Preparedness website and resources • Copies of emergency plans (e.g. EOP, Mitigation) • Copies of emergency plan annexes (e.g. Recovery, Oil Spill) • Hazard awareness emails (e.g. Red Flag, Storm warning) • Operational Area conference call coordination • Threat -specific task forces (e.g. H1 N1, drought) • Coordinate quarterly emergency manager meetings II. SERVICES County shall cause the County Emergency Services Manager, and other County Officers and employees subject to his direction and control, to perform, during the term of this Agreement the following functions for said City: Service Description Election • MOU development, approval and maintenance • Annual billing • Radio Amateur Civil Emergency Services (RACES) coordination A. Administration and technical support (e.g. radio maintenance, connectors, etc.) ACCEPT • OA Satellite telephone network maintenance (e.g. roster updates, OA talk groups, coordinate firmware updates) • Miscellaneous administrative support TENS • Maintenance of Telephone Emergency Notification System • Maintenance of pre -designated call -out areas (e.g. structure protection zones) ACCEPT • Sourcing and geo-coding 911 data B. Communications • Vendor management & Warning • 24/7 Duty -officer activations MEANS • Maintenance of Marin Emergency Automated Notification System • Technical support (e.g. group development and list maintenance) ACCEPT • Agency training as needed • Public awareness campaigns • 2-4 Public presentations to local leaders & committees • Partner in the development of training or exercises • Work with local jurisdiction to guide emergency plan & annex updates. Also templates and customization C. Consulting EOC design recommendations to maintain consistency in design ACCEPT and functionality across OA facilities • "Web EOC" design and development recommendations • Outline impact of new/revised Federal, State or County disaster - related legislation to local jurisdiction • Registering local volunteers as Disaster Service Workers D. Disaster Service • Prepare and mail ID card to each new registered DSW Worker • Database administration and report creation ACCEPT Registration • Provide updates on changes to state workers compensation regulations as they pertain to DSW registration • Provide updates on DSW registration requirements The OES Liaison will also be responsible for coordinating quarterly meetings for the San Rafael Emergency Management Group/Disaster Council as part of their consulting services. The OES Liaison will work with the CITY emergency manager to establish the time, place and agenda of these meetings but will not be responsible for facilitating or producing specific deliverables at the quarterly meetings. III. INDEMNIFICATION A. The CITY agrees to defend, indemnify, hold harmless and release the COUNTY, its Board of Supervisors, and the officers, agents, and employees of the COUNTY, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or 2 entity including the CITY, arising out of or in connection with the activities of the CITY, its Council, the officers, agents, and employees of the CITY pursuant to this Agreement whether or not there is concurrent negligence on the part of the COUNTY but excluding liability due to the sole active negligence or sole willful misconduct of the COUNTY. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for the CITY or its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. B. The COUNTY agrees to defend, indemnify, hold harmless, and release the CITY, its Council, and the officers, agents, and employees of the CITY, from and against any and all actions, claims, damages, disabilities, or expenses that may be asserted by any person or entity including the COUNTY, arising out of or in connection with the activities of the COUNTY, its Board of Supervisors, the officers, agents, and employees of the COUNTY pursuant to this Agreement whether or not there is concurrent negligence on the part of the CITY but excluding liability due to the sole active negligence or sole willful misconduct of the CITY. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for the COUNTY or its agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. IV. COMPENSATION CITY agrees to pay COUNTY a fee of $11,398 annually per the rate schedule in Section VI. This agreement runs for twenty four (24) months commencing on July 1, 2013 through June 30, 2015. The annual fee will be prorated based on straight percentage if services provided are not for a full year. V. TERMS This Agreement shall commence on July 1, 2013 and shall continue for twenty four (24) months thereafter. Either party may terminate this Agreement, effective at the end of the COUNTY fiscal year. June 30, 2015 by written notice to do so on or before May 1, 2015. If CITY terminates this agreement prior to June 30, 2015 said CITY shall be responsible for their full share of cost for the remainder of the twenty four months stated in the Agreement. VI. RATE SCHEDULE The rate schedule for this agreement is based upon set fees for Administration, Consulting, and Disaster Service Worker Registration. The Communications & Warning System fee is based on the percentage of the total population of (incorporated and unincorporated) of Marin County that resides in the City of San Rafael. The total population number for San Rafael used to determine the percentage was 57,713. 22.865% of the population of Marin County lives in the City of San Rafael. The total cost of the Communication & Warning System is $35,526. San Rafael's cost is determined by multiplying the percentage of Marin County's population which lives in San Rafael by the total cost of the Communication & Warning System (22.865% x $35,526 = $8,123, rounding to the nearest dollar). IService Annual Cost Administration $250 Communications & Warning — TENS/MEANS $8,123 Consulting $2700 Disaster Service Worker Registration I $325 Share of total county population based on 2010 CA Dept of Finance (htto://www.dof.ca.aov/research/demoarar)hic/) research. IN WITNESS WHEREOF, COUNTY OF MARIN, acting and through its Board of Supervisors, and the City of SAN RAFAEL, acting by and through its Council, have caused this Agreement to be executed as of this 3001 day of 2013. COUNTY OIF MARIN, a Political Subdivision of the State of California, By P c ide , Board of SGpervisors CITY OF SAN RAFAEL, a Municipal Corporation of the State of California, By y�C City Manager Attest: By City Clerk Revie4ek—hS tanc by Department j I\ , County o Marin Approved to form: By�"FF Review d as to form by County Counsel oy� - �k(VI Y� County Counsel, County of Mann Robert F. Epstein, City Attorney 4 PROFESSIONAL SLRVICLS AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all Drofessional services aereements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Department 1 City Attorney 2 Contracting Department 3 Contracting Department 4 City Attorney 5 City Manager / Mayor / or Department IIead 6 City Clerk Description Review, revise, and comment on draft agreement. Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance`). Review and approve form of agreement; bonds, and insurance certificates and endorsements. Agreement executed by Council authorized official. City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. _ a --2A �- Nt O U — M'v`" To be completed by Contracting Department: Completion Date �K &,� O -L - Arc 3 Project Manager: -o hn �`-� _ Project Name: Oa r/ri C o u.,1ti O f"J Agendized for City Council Meeting of (if necessary): ti,A If you have questions on this process, please contact the City Attorney's Office at 485-3080. y Council approval is required if contract is over $20,000 on a cumulative basis. "-i3—`1°I August 2, 2013 Kirk Dominic Emergency Services Manager City of San Rafael 1039 C Street San Rafael, Ca 94901 Dear Kirk, Marin County Sheriff Office of Emergency Services 3501 Civic Center Dr., Room 266, San Rafael, CA 94903 (415) 473-6584 FAX (415) 473-7450 oes@marinsheriff.org www.readymarin.org Enclosed, please find a fully executed Memorandum of Understanding between the City of San Rafael and the County of Marin for the purpose of providing emergency management services for a two-year contract period of July 1, 2013 through June 30, 2015. The Board of Supervisors approved the MOU at their July 30, 2013 board meeting. If you have any questions or need additional information, please contact Chris Reilly at 473-6586 or me at 473-5042. Sincerely, :440 4 � 4 Eva Denegri Baker Emergency Services Specialist y-13-qq AIN m r_ �f 'SHERXFF ROBERT T. DOYLE Sheriff - Coroner MICHAEL J. RIDGWAY Undersheriff MARIN COUNTY SHERIFFS OFFICE Marin County Board of Supervisors Marin County Civic Center, Room 329 San Rafael, CA 94903 3501 Civic Center Drive, Room 145 , San Rafael, CA 94903 ppROME ' DJUL 3 0 2013 July 30, 2013 MARIN COUNTY BOARD OF SUPERVISORS SUBJECT: Memorandum of Understanding (MOU) between the City of San Rafael and the Marin County Sheriff's Office of Emergency Services. Dear Supervisors: RECOMMENDATION: It is recommended that your Board approve an MOU with a two-year contractual period of July 1, 2013 to June 30, 2015 between the City of San Rafael and the Marin County Sheriff's Office of Emergency Services. SUMMARY: Under this MOU, the Marin County Sheriff's Office of Emergency Services agrees to provide emergency management services, for a fee, to support emergency coordination, planning, training, and exercising. Complete documentation is available in the Clerk's office. FISCAL IMPACT: Marin County receives annual revenue from the City of San Rafael in the amount of $11,398 to defray the costs of staffing. ALTERNATIVE TO RECOMMENDED ACTION: The MOU would not be extended, with a loss of revenue to the County as well as negatively impacting the coordination of emergency services throughout the County. REVIEWED BY: [X] County Counsel [ ] N/A [ ] Human Resources [X] N/A [ ] Dept. of Finance [X] N/A [X] Sheriff [ ] N/A `\ VA MICHAEL J. RIDGWAY, UNDERSHERIFF "In Partirerslrip with our Communities" www inarinsheriff org www rnarincounty.org AREA CODE 415 24-IiOUR NUMBER 473-7233 FAX 473-4126 ADMINISTRATION 473-7250 CIVIL 473-7282 COMMUNICATION SERVICES 473-7243 CORONER 473-6043 COURTS 473-7393 EMERGENCY SERVICES 473-6584 INVESTIGATIONS 473-7265 JAIL 473-6655 MAJOR CRIMES TASK FORCE 884-4878 PAI-ROL 473-7233 RECORDS 473-7284 WARRANrs 473-7297 A- qe,?