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FD Marin Operational Area 2015MEMORANDUM OF UNDERSTANDING MARIN OPERATIONAL AREA THIS AGREEMENT, made and entered into this /0'l day of A",O�, 2015, 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 employees) 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 Cal OES • 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 pians (e.g., EOP, Local Hazard Mitigation Plan) • Copies of emergency plan annexes (e.g., Recovery, Tsunami) • Hazard awareness emails (e.g., Red Flag, Storm warning) • Operational Area conference call coordination • Threat -specific task forces (e.g., drought, Ross Valley Flood Notification group) • Coordinate quarterly emergency manager meetings 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 A Administration B. Communications & Warning Description • MOU development, approval and maintenance • Annual billing • Radio Amateur Civil Emergency Services (RACES) coordination and technical support (e.g. radio maintenance, connectors, etc.) • OA Satellite telephone network maintenance (e.g. roster updates, OA talk groups, coordinate firmware updates) • Miscellaneous administrative support WebEOC • Access to Marin County Sheriffs (MCSO) WebEOC web -based emergency management system providing a combination of situational awareness/common operating picture and resource order & tracking at the city/town level • Management, maintenance, and upgrades to the system • Vendor management • WebEOC user training (minimum quarterly offerings) • Board building and process flow configuration by WebEOC Administrator (40 hours per year maximum) "AlertMarin" Mass Notification System • Maintenance of Mass Notification System (MNS) • Maintenance of pre -designated call -out areas (e.g., structure protection zones) • Sourcing and geo-coding 911 data • Vendor management • 24/7 Duty -officer, or designee, activations • Technical support (e.g., group development and list'maintenance) • Agency training as needed • Public awareness campaigns 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. 2 • 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 C. Consulting templates and customization • EOC design recommendations to maintain consistency in design and functionality across OA facilities • Outline impact of new/revised Federal, State or County disaster- related legislation to local jurisdiction D. Disaster Service •Coordinate DSW registration between locals and State Worker • Maintain County wide DSW database from registration data provided by locals Registration • Provide updates on changes to state workers compensation regulations as i they pertain to DSW registration T 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. 2 IPI V 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 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 COMPENSATION CITY agrees to pay COUNTY a fee of $12,827 annually per the rate schedule in Section VI. This agreement runs for twenty four (24) months commencing on July 1, 2015 through June 30, 2017. The annual fee will be prorated based on straight percentage if services provided are not for a full year. TERMS This Agreement shall commence on July 1, 2015 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, 2017 by written notice to do so on or before May 1, 2017, If CITY terminates this agreement prior to June 30, 2017 said CITY shall be responsible for their full share of cost for the remainder of the twenty-four (24) 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 Registration. Communications and warning fees are based on the percent of the total population (incorporated and unincorporated) of Marin County that resides in a given jurisdiction. Service Administration Communications & Warning — WebEOC/ AlertMarin Mass Notification System Consulting Disaster Service Worker Registration Annual Cost $250 Percent share of $41,785 based on population* $2700 $325 * Share of total county population based on 2010 CA Dept of Finance(htto:/hwrv.dof.ca.aov/research/demoaraolilc/) research IN WITNESS WHEREOF, COUNTY OF MARIN, acting and through its Board of Supervisors, and the C y,of SAN r?AFAEL cting by and through its Council, have caused this Agreement to be executed as of this 10 / day of 2015. COUNTY OF MA IN, a Political Subdivision of the State of California, By G Pr sident, 4Board of Supervisors CITY OF SAN RAFAEL, a Municipal Cor 9ration of the State of California, 2,, L -'S, C' /LtAJ By � . AplwOvdd 84 to rarml Attest: By �Z�s ff = . - L'!?� CI -C E'!G (Title) Revievv(jz) bs nce b Department eriff, County crf"Mari Reviewed as to form by County Co_msel.L-' County Counsel, County of Marin PROFESSIONAL SERVICES 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 professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date 1 City Attorney Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for C) their signature. Obtain at least two signed n� originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council -approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). „ 4 City Attorney Review and approve form of agreement; 9"A— bonds, and insurance certificates and 7l? �l f endorsements. 5 City Manager / Mayor / or Agreement executed by Council authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the contracting department. To be completed by Contracting Department: �- Project Mana er:JufljC�ProjectName:g�' .l� y Agendized for City Council Meeting of (if necessary): I A If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis. November 24, 2015 John Bruckbauer Emergency Services Manager City of San Rafael P.O. Box 151560 1039 C Street San Rafael, Ca 94915-1560 Dear John, Marin County Sheriff Office of Emergency Services 1600 Los Gamos Drive, Suite 200, San Rafael, CA 94903 (415) 473-6584 FAX (415) 473-7450 oes@marinsheriff.org www.AlertMarin.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, 2015 through June 30, 2017. The Board of Supervisors approved the MOU at their November 10, 2015 board meeting. If you have any questions or need additional information, please contact Chris Reilly at 473-6586 or me at 473-5042. Sincerely, Eva Denegri Baker Emergency Services Office Specialist Enclosure �-13-61C1 ROBERT T. DOYLE Sheriff- Coroner MICHAEL J. RIDGWkY Undersheriff MARIN COUNTY SHERIFF'S OFFICE Marin County Board of Supervisors Marin County Civic Center, Room 329 San Rafael, CA 94903 1600 Los Gamos Drive, Suite 200, San Rafael, CA 94903 pPa(old E D'. November 10, 2015 n NOV 10 2015 MARIN COUNTY BOARD OF SUPERVISORS SUBJECT: Memorandums of Understanding (MOUs) between the eleven Towns/Cities of Belvedere, Corte Maderai Fairfax, Larkspur, Mill Valley, Novato, Ross, San Anselmo, Sausalito, Tiburon and San Rafael and the Marin County Sheriff's Office of Emergency Services. Dear Supervisors: RECOMMENDATION: It is recommended that (1) that your Board approves the eleven MOUs with two-year contractual periods of July 1, 2015 to June 30, 2017: Belvedere, Corte Madera, Fairfax, Larkspur, Mill Valley, Novato, Ross, San Anselmo, Sausalito, Tiburon, and San Rafael. SUMMARY: Under the MOUs, the Marin County Sheriff's Office of Emergency Services agrees to provide emergency management services, for a fee, to support emergency notification, coordination, planning, training, and exercising. Complete documentation is available in the Clerk's office. FISCAL/STAFFING IMPACT: Marin County receives annual revenue to defray the costs of staffing and other emergency management services in the arnounts listed below: Belvedere $3,618.00 Corte Madera $4,809.00 Fairfax $4,508.00 Ross $3,676.00 Mill Valley $5,577.00 San Anselmo $5,318.00 Sausalito $4,445.00 Tiburon $4,758.00 Larkspur $5,247.00 San Rafael $12,827 Novato $11,866.00 ALTERNATIVE TO RECOMMENDED ACTION: The MOUs would not be extended, with a loss of revenue to the County as well as negatively impacting tiie coordination of emergency services throughout the County. REVIEWED BY: [X] County Counsel [ ] N/A [ ] Human Resources [X] N/A [ ] Department of Finance [X] N/A [X] Sheriff [ ] N/A Y I L WRER T. DOYLE, SHERIFF CO ONER "In Partnership with our Coinniunities" www.marinsheritforg AREA CODE 415 24- HOUR IMUMBER 479-2311 FAX 473-4126 ADb11NISTRATION 473-7250 CIVIL 473-7282 COMMUNICATION SERVICLS 473-7243 CORONER 473-60413 COURTS 473-7393 lii'AL•RGLNCY SERVICES 473.6584 i NVES HGATIONS 473 7265 JAI I_ 473-6655 MAJOR CRIMES TASK FORCE 884-4878 PATROL 473 7233 RFCORDS 473-7284 WARRANTS 473 7297 ROBERT T. DOYLE Sheriff - Coroner MICHAEL J. RIDGWAY Undersheriff MARIN COUNTY SHERIFF'S OFFICE John Bruckbauer Emergency Management Coordinator City of San Rafael 1039 C Street / P.O. Box 151560 San Rafael, Ca 94915-1560 Dear John: 1600 Los Gamos Drive, Suite 200, San Rafael, CA 94903 July 16, 2015 Enclosed, please find a continuation of the Marin Operational Area Memorandum of Understanding for a two-year contract period of July 1, 2015 through June 30, 2017. This MOU establishes the agreement between San Rafael and the County of Marin for the purpose of providing emergency management services. The annual compensation rate is $12,827.00. This MOU includes partial costs for WebEOC support. WebEOC has been provided to the Marin County cities, towns, and districts at no cost since May 1, 2014. This service was originally funded through a combination of federal grants at a total cost of $154,836. The grant funding paid for the WebEOC Professional and Mapper software, user licenses, servers, related data management software, implementation and configuration, system management, and on-going software support. The grant funding has run out but software support and system management is still required to keep the system running. WebEOC has become an essential service now that it is used by the California Governor's Office of Emergency Services and FEMA for situational awareness / common operating picture (SA/COP) and resource ordering & tracking. The state has also abandoned RIMS, the old resource ordering and tracking tool and is relying exclusively on WebEOC. In addition to the important SA/COP and resource ordering functions, WebEOC is now our access point for Integrated Public Alert and Warning and Wireless Emergency Alerts (IPAWS/WEA). This MOU also includes a continuation of Mass Notification System (MNS) services. The MNS services will be provided by a new vendor with greatly enhanced capabilities. These services are being offered to our partners at a much discounted rate due to the availability of grant funding for two years. "In Partnership with our Communities" www.marinsheriff.org AREA CODE 415 24-HOUR NUMBER 479-2311 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 PATROL 473-7233 RECORDS 473-7284 WARRANTS 473 7297 We request that this MOU be presented to your Council for approval and returned to this office at your earliest convenience. When we receive the signed contract, we will forward it to the Board of Supervisors for approval. You will then receive a copy of the fully executed document. If you have any questions or need additional information, please contact me at 415-473- 6584. Sincere) Christop er eilly/edb Emergency ervices Manager