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Home My WebLink AboutFD Emergency Management System MOUMEMORANDUM OF UNDERSTANDING MARIN OPERATIONAL AREA THIS AGREEMENT, made and entered into this day of , 2017, 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 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 plans (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 , 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 • MOU development, approval and maintenance • Annual billing • Radio Amateur Civil Emergency Services (RACES) coordination and technical A. Administration 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 B. Communications (40 hours per year maximum) & Warning "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 • 2417 Duty -officer, or designee, activations • Technical support (e.g., group development and list maintenance) • Agency training as needed • Public awareness campaigns • 2-4 Public presentations to local leaders & committees 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. • 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 they pertain to DSW registration 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. W V. W 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 $13,786 annually per the rate schedule in Section VI. This agreement runs for twenty four (24) months commencing on July 1, 2017 through June 30, 2019. 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, 2017 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, 2019 by written notice to do soon or before May 1, 2019 If CITY terminates this agreement prior to June 30, 2019 said CITY shall be responsible for their full share of cost for the remainder of the twenty-four (24) months stated in the Agreement 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 S, J� i„•r,�. f ar a Annual Cost•' M �f';`,Y.s 153'i u�.?.;tw'�t .•x37 ,rn txi �;7� �;- t'� , ;.. .. �'.� w.x �,fs-� 5•,P� � >� �''`'',�•` Z r � •_ d:5 ._ ...fx. `f. ...s . w'f:...,..��•;..— --- „_mac .u+•.......u. Administration Communications & Warning — WebEOC/ AlertMarin Mass Notification System Consulting $250 Percent share of $45,980 based on population* $2700 Disaster Service Worker Registration $325 Share of total county population based on 2010 US Census research 3 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 day of , 2017. COUNTY OF MARIN, a Political Subdivision of the State of California, By President, Board of Supervisors CITY OF SAN RAFAEL, a Municipal Corporation of the State of California, By J m chutz er 9 (Title) Attest: By Esther C. Beirne City Clerk (Title) Reviewed as to Substance by Department Sheriff, County of Marin Reviewed as to form by County Counsel County Counsel, County of Marin a Approved as to form: aj _ - ,4-4- Q44k. LA.L& a"� (Title 4 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 Project Manager: Chris Gray Extension: 3084 Contractor Name: County of Marin Contractor's Contact: Christopher Reilly , Contact's Email: creilly@marinsheriff.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 7/27/17 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager L5Z b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor N/A 3 Project Manager Forward three (3) originals of final agreement to contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ® N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑ Public Works Contract > $125,000 Date of Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 7/27/17 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 1-7 9 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager 14-13,9-1 x 9-3.3/