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FD American Red Cross Facility Use Agreement+ American Red Cross Bay Area Chapter American Red Cross Shelter Information for Shelter Facility Participants The American Red Cross Bay Area Chapter in Marin, in cooperation with local city and county government, maintains a database of approximately 150 emergency disaster shelter facilities. While many of these are government buildings and public schools, private facilities are also an important part of the community shelter resource, especially in the event of a local emergency. Public and private facilities, such as yours, have been contacted by the Red Cross in the past and have agreed to become a shelter facility in the event of a disaster . Survey As a part of the Red Cross disaster preparedness program, trained disaster volunteers from the Red Cross in Marin periodically conduct on-site shelter facility surveys and update contact information. Survey information is needed to determine the size and capability of each shelter facility, while the contact information is necessary for Red Cross to reach a facility representative to authorize use and opening of the facility. Agreement Opportunity In order for a facility to become a Red Cross emergency shelter, a standard agreement between the shelter facility and the American Red Cross is signed by both parties. The request to open and use a facility as a shelter can come from the Red Cross, the local government, fire or police departments. When the Red Cross makes such a request, it is almost always in response to a local disaster or emergency and the Red Cross works closely with the local authorities. Activation Procedure The Red Cross emergency shelter procedure is as follows : 1. The Red Cross always requests permission from the facility owner to open and use the facility as a shelter. By agreeing to become a local shelter, it is imperative that Red Cross obtain and maintain day, night, and weekend contact information of those authorized to grant permission to open and use the facility. 2. The facility owner will always have the right to refuse to open the shelter. When the Red Cross requests the use of a facility as a shelter, the owner will be informed on the amount of time the shelter is expected to be open. 3. After authorization to open the shelter has been granted by the owner, trained Red Cross disaster relief workers inspect the facility along with a representative from your facility to determine the building'S safety and current condition. When the facility has been approved for use, trained Red Cross personnel will be assigned to manage the shelter and, if required, cots, blankets, food, and other emergency supplies will be provided by Red Cross. No facility supplies are required or expected, although it is often helpful to have a facility person accessible to help with the operation of the facility. 4. While open, Red Cross staffwill keep the facility owner informed on the status of the operation. 5. Upon the closing of a shelter, the Red Cross will conduct a post-inspection of the facility with a representative from your facility. Red Cross responsibilities for operating expenses and damage to the facility are specified in the written agreement. ARCBA shelter agreement info sheet 5.3.2011 + American RedCrou Bay Area Chapter Together, we can SDW! a life Phillip Rollins Shelter Survey Coordinator Bay Area Chapter 712 Fifth Avenue San Rafael , CA 94901-3203 Phone: (415) 497-2838 Fax : (415) 721-2377 philfishing@gmail .com www.redcross.org American Red Cross Facility Use Agreement Disaster Cycle Services Job Tools Deploy Materials Workers & Technology / Facility Management The American National Red Cross ("Red Cross"), a non-profit corporation chartered by the United States Congress, provides services to individuals, families and communities when disasters strike. The disaster relief activities of the Red Cross are made possible by the American public who support the Red Cross with generous donations. The Red Cross's disaster services are also supported by facility owners who permit the Red Cross to use their buildings as shelters and other service delivery sites for disaster victims. This agreement is between the Red Cross and a facility owner ("Owner") so the Red Cross can use the facility to provide services during a disaster. This agreement only applies when Red Cross requests use of the facility and is managing the activity at the facility. Parties and Facility Owner: Full Name of Owner City of San Rafael Address 1400 5th Avenue, San Rafael, CA 94904 24-Hour Point of Contact Robert Sinnott, Deputy Fire Chief Name and Title 415-485-5067 office Work Phone 415261-7333 cell Cell Phone Address for Official 1600 Los Gamos Drive, suite 345 Notices (only if different San Rafael, CA 94903 from above address) Red Cross: Chapter Name American Red Cross -Bay Area Chapter Chapter Address 1663 Market Street, San Francisco, CA, 94103 24-Hour Point of Contact Debbie Vee, Senior Disaster Program Manager, 707-639-6851 cell OR Name and Title Red Cross 24/7 Dispatch Line: (866) 272-2237 OR Work Phone Red Cross 24/7 Disaster Program Manager On Call: 707-200-7802 Cell Phone Address for Official American Red Cross, Disaster Cycle Services Logistics, 8550 Arlington Blvd., Fairfax, Notices VA 22031 Facility: Insert name and complete street address of building or, if multiple buildings, write "See attached facility list," and attach facility list, including complete street address of each building that is part of this agreement. If the Red Cross will use only a portion of a building, then describe the portion of the building that the Red Cross will use. 1. B Street Community Center. 618 B St San Rafael, CA 94901 2. Albert Boro Community Center. 50 Canal St San Rafael, CA 94901 3. Terra Linda Community Center. 670 Del Ganado Rd San Rafael, CA 94903 DMWT Facility Use Agreement V.2.0 2017.06.29 Owner: Disaster Cycle Services Author: Deploy Materials, Workers and Technology Process American Re d Cross Facility Use Agreement Disaster Cycle Services Job Tools Deploy Materials Workers & Technology / Facility Management Terms and Conditions 1. Use of Facility: Upon request and if feasible, Owner will permit the Red Cross to use and occupy the Facility on a temporary basis to conduct emergency, disaster-related activities. The Facility may be used for the following purposes (both parties must initial all that apply): Facility Purpose o.wner Initials Red Cross Initials Service Center (Operations, Client Services , or Volunteer Intake) Storage of supplies Parking of vehicles Disaster Shelter 2. Facility Management: The Red Cross will designate a Red Cross official to manage the activities at the Facility ("Red Cross M~nager"). The Owner will designate a Facility Coordinator to coordinate with the Red Cross Manager regarding the use of the Facility by the Red Cross. 3. Condition of Facility: The Facility Coordinator and Red Cross Manager (or designee) will jointly conduct a survey of the Facility before it is turned over to the Red Cross. They will use the first page of the Red Cross's Facility/Shelter Opening/Closing FoMlt to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment in the Facility that the Red Cross should not use. The Red Cross will exercise reasonable care while using the Facility and will not modify the Facility without the Owner's express written approval. 4. Food Services (This paragraph applies only when the Facility is used as a shelter or service center.): Upon request by the Red Cross, and if such resources are available, the Owner will make the food service resources of the Facility, including food, supplies, equipment and food service workers, available to feed the shelter occupants. The Facility Coordinator will designate a Food Service Manager to coordinate meals at the direction of and in cooperation with the Red Cross Manager. The Food Service Manager will establish a feeding schedule and supervise meal planning and preparation. The Food Service Manager and Red Cross Manager will jointly conduct a pre-occupancy inventory of the food and food service supplies before the Facility is turned over to the Red Cross. When the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator or Food Service Manager will conduct a post-occupancy inventory of the food and supplies used during the Red Cross's activities at the Facility. 5. Custodial Services (This paragraph applies only when the Facility is used as a shelter or service center.): Upon request of the Red Cross and if such resources are available, the Owner will make its custodial resources, including supplies and workers, available to provide cleaning and sanitation services at the Facility. The Facility Coordinator will designate a Facility Custodian to coordinate the these services at the direction of and in cooperation with the Red Cross Manager. 6. Security/Safety: In coordination with the Facility Coordinator, the Red Cross Manager, as he or she deems necessary and appropriate, will coordinate with law enforcement regarding any security and safety issues at the Facility. DMWT Facility Use Agreement V.2.0 2017.06.29 Owner: Disaster Cycle Services Author: Deploy Materials, Workers and Technology Process American Red Cross Facility Use Agreement Disaster Cycle Services Job Tools Deploy Materials Workers & Technology / Facility Management 7. Signage and Publicity: The Red Cross may post signs identifying the Facility as a site of Red Cross operations in locations approved by the Facility Coordinator. The Red Cross will remove such signs when the Red Cross concludes its activities at the Facility. The Owner will not issue press releases or other publicity concerning the Red Cross's activities at the Facility without the written consent of the Red Cros~ Manager. The Owner will refer all media questions about the Red Cross activities to the Red Cross Manager. 8. Closing the Facility: The Red Cross will notify the Owner or Facility Coordinator of the date when the Red Cross will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator will jointly conduct a post-occupancy inspection, using the second page of the Shelter/Facility Opening/Closing Form, to record any damage or conditions. 9. Reimbursement: Subject to the conditions in paragraph 10(e) below, the Red Cross will reimburse the Owner for the following: a. Damage to the Facility or other property oj Owner, reasonable wear and tear excepted, resulting from the operations of the Red Cross. Reimbursement for facility damage will be based on replacement at actual cash value. The Red Cross, in consultation with the Owner, will select from bids from at least three reputable contractors. The Red Cross is not responsible for storm damage or other damage caused by the disaster. b. Reasonable costs associated with custodial andJood service personnel and supplies which would not have been incurred but for the Red Cross's use of the Facility. The Red Cross will reimburse at per-hour, straight-time rate for wages actually incurred but will not reimburse for (i) overtime or (ii) costs of salaried staff. c. Reasonable, actual, out-oj-pocket costs Jor the utilities indicated below, to the extent that such costs would not have been incurred but for the Red Cross's use of the Facility. (Both parties must initial all utilities that may be reimbursed by the Red Cross): Red Water Gas Electrici Waste Dis d. The Owner will submit any request for reimbursement to the Red Cross within 60 days after the occupancy of the Red Cross ends. Any request for reimbursement must be accompanied by supporting invoices. Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked. e. If the disaster is a Federally-declared disaster and Owner is a municipal or state government entity, then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency's program for administering Public Assistance Category B under the Robert T. Stafford Act. The Red Cross is not obligated to reimburse the Owner for costs covered by Public Assistance Category B. 10. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall also carry Workers' Compensation coverage with statutory limits for the jurisdiction within which the facility is located and DMWT Facility Use Agreement V.2.0 2017.06.29 Owner: Disaster Cycle Services Author: Deploy Materials, Workers and Technology Process American Red Cross $1,000,000 in Employers' Liability. Facility Use Agreement Disaster Cycle Services Job Tools Deploy Materials Workers & Technology / Facility Management 11. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to claims for bodily injury, death, and property damage arising from the negligence of the Red Cross during the use of the Facility. 12. Term: The term of this agreement begins on the date of the last signature below and ends 30 days after written notice by either party. City of San Rafael Jim Schutz Name (Printed) City Manager Date DMWT Facility Use Agreement V.2.0 2017.06.29 Owner: Disaster Cycle Services Author: Deploy Materials, Workers and Technology Process The American National Red Cross (Legal Name) [)fl; ~ By (Signature) 0--= _Debbie yee ____________ _ Name (Printed) _Senior Disaster Program Manager ____ _ Title _March 28, 2018 ___________ _ CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Fire Department Project Manager: Robert Sinnott Extension: 5067 Contractor Name: American Red Cross Contractor's Contact: Phillip Rollins Contact's Email: philfishing@gmail.com D FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Project Manager a. Email PINS Introductory Notice to Contractor Robert Sinnott b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor-signed agreement agendized for Council approval *PSA > $20,000; or Purchase> $35,000; or Public Works Contract> $125,000 Date of Council approval PRINT CONT INUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager / Mayor Agreement executed by Council authorized official 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager COMPLETED DATE 3/21/2018 3/21/2018 3/27/2018 3/27/2018 3/37/18 ~ N/A Or Click here to enter a date. 3/2q/lf6 3/2..'1/1 g-s-so-fr L\ \ 1.-( \ Ib REVIEWER Check/Initial D D ~ ~ ~ NA until shelter opens ~ D ~ fu-., ~ ~ ~~ v